As a library administrator, you can add lookup properties to a document class so that documents automatically pull values from another document they link to. Learn more: What are lookup properties?
This article explains how to configure lookup properties in the library administration.
Note: Lookup properties are configured in the class layout editor of the new library administration. The Lookups group appears in the toolbox only when the feature is enabled on your domain. To enable it, contact the AODocs team.
Automatically generated table of contents
Open the class layout editor
1. Open the library administration.
2. Select Document classes and open the document class you want to configure.
The class layout editor has three zones: a toolbox of property types on the left, a canvas of sections in the middle, and a configuration panel on the right that opens when you select a property.
Step 1 – Add the link to another document class
1. From the Lookups group in the toolbox, add Link to another document class to a section on the canvas.
2. In the Link to another document class dialog, select the class whose documents you want to link in the Linked document class field (for example, Supplier), then click Link.
AODocs creates a link field (here in a Supplier data section) and opens its configuration panel on the right, where Linked class shows the class you selected. This panel is where you add lookup properties and set the options in the next steps.
Warning: If you change the Linked class after you've added lookup properties, all the lookup properties bound to this link are deleted and the displayed properties are reset. This can't be undone, and there's no confirmation message. Set the linked class before you add lookup properties.
Step 2 – Add the lookup properties
1. Click Add lookup property (or Add more if some already exist).
2. In the Add lookup properties dialog, select the properties of the linked class you want to pull (for example, Primary contact, Payment terms, and Currency).
3. Click Add.
AODocs creates one new read-only property per selected property, in the same section as the link field, with the correct type carried over automatically.
Tip: The database icon marks a link field, and the magnifying glass icon marks a lookup property. That pairing is how you'll recognize lookups in any document class.
Step 3 – Choose what end users see when they pick a document
On the link field's configuration panel, use Properties displayed when selecting a document to choose which properties of the linked class appear in the picker, to help users pick the right document.
You can add up to 3 properties. The document title is always included, for a total of 4.
Tip: Pick properties that tell similar documents apart. For example, adding Primary contact or Tax ID / VAT Number helps users choose between suppliers with similar names.
Step 4 – Set the synchronization
Under Synchronize lookup properties, select Always sync so the lookup properties are updated whenever the linked document changes.
To freeze updates when a document enters a specific workflow state, select Freeze when document reaches the state… instead, then select the workflow states in Freeze on these states. These are workflow states of the document that holds the lookup properties (for example, the purchase order), not of the linked document. Lookup values stop updating while the document is in one of the selected states. When the document moves to a state that isn't in the list, AODocs automatically synchronizes the lookup values with the linked document; no edit is needed.
Step 5 – Check or change a lookup property (optional)
Select a lookup property to open its configuration panel. It shows:
- Linked class – read-only.
- Linked property – the property of the linked class this lookup property copies. Use the dropdown to change it.
Because lookup properties are always read-only, there are no value or default-value settings – the value always comes from the linked document.
When you're done, save the document class.
Good to know
| Action | What happens |
| Delete the link field | All its lookup properties are deleted too. |
| Duplicate the link field | The whole set is duplicated – copies of all lookup properties are created next to the copied link field. |
| Change the Linked class | All existing lookup properties of that link are deleted (see the warning in Step 1). |
| Add a lookup inside a table property | Not possible. The Lookups group is hidden when you edit a table property. (A table property can, however, be pulled as a lookup property.) |
| Edit a lookup property's value | Not possible for anyone. Lookup properties are always read-only and maintained by the system. |
Note: A link field can't be used as a workflow trigger and can't have a calculated value. You also can't delete a document class or property while a lookup depends on it.