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1. Introduction

Cross-Site Lookup creates relationships among lists between different sites, looking up information from SharePoint lists in other sites.

2. Column Settings

To create a cross site lookup, there should be at least two lists built in two separate sites.

a. Go to the List you want to create a lookup for.

b. On List Tools, click "Create Column."

SharePoint 2007 Version

SharePoint Cross-site Lookup – How to create a cross-site lookup column

SharePoint 2010 Version

SharePoint Cross-site Lookup – How to create a cross-site lookup column

2.1 General Settings

2.1.1. Type in the column name and select the Cross-Site Lookup column type

Select cross-site lookup column type

2.1.2. Specify source lookup list and column, and specify which columns as additional column.

Set the source list and column for your new cross-site lookup column

  • Supported Source Column types:
  • Single Line Text,Number,
  • Date and Time,Calculated (single line output text),
  • ID,Modified,
  • Created,Version

2.2 Advanced Settings

Create new columns for your cross-site lookup fields

Create New Item - enable adding new item in the source lookup list with the“Create new item…” link

Filter by view - checking the box creates a filter for the Cross-site column. This means if a data is selected, the column will only display items that are related to the selected data.

SharePoint Cross-site Lookup settings: Filter by view & Create New Item

Folder mode - activating this feature means only lists with folders will be visible

Display only one instance of duplicate items - items with same name will not be duplicated

2.3 Convert column

Convert SharePoint Lookup Column in a cross-site lookup column

2.3.1. A popup window will prompt you to choose which lookup column to convert.

Convert SharePoint Lookup Column in a cross-site lookup column

3. Manage Column Data with Microsoft Office Applications

By default, SharePoint only can manage out of the box column data in Microsoft Office applications. Cascaded Lookup 4.0 provides a new “Data Adapter” Web Application feature that enhances the functionality of SharePoint with the ability to manage Cross-Site Lookup columns in Microsoft Excel, Microsoft Access, Microsoft Word and SharePoint Workspace.

3.1. To activate the Cascaded Lookup Data Adapter feature go to the “Web Application Management” module of SharePoint Central Administration site.

Export cross-site lookup column data to other applications.

3.2. Click the “Activate” button on the “Cross Site Lookup Data Adapter” feature in the feature list.

SharePoint Cross-site Lookup Data Adapter

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