Beginner Tutorial

Master the Cascaded Lookup App: A Comprehensive Step-by-Step Guide

Now that you've explored the Cascaded Lookup App interface and gained a solid understanding of its capabilities, it's time to dive into its practical functions. This beginner-friendly, step-by-step tutorial will guide you through the entire process, helping you master the app's core features and unlock its full potential in SharePoint Online.

In this guide, we'll walk you through everything you need to know to effectively use the Cascaded Lookup App to streamline your data management. Whether you're a beginner or looking to refine your skills, this tutorial will equip you with the knowledge to enhance data accuracy, improve user experience, and simplify complex data relationships.

Here is what we'll cover:

By the end of this guide, you'll have a complete understanding of how to use the Cascaded Lookup App and how its functions work together to streamline your data management in SharePoint Online. Whether you're managing complex data relationships or improving user experience, this tutorial will help you achieve your goals efficiently. Let's get started!

Getting Started with Cascaded Lookup Commands

Once you've added the Cascaded Lookup App to your SharePoint Online site, three new commands will appear in the command bar at the top of the page when you open a list:

  • New Cascaded Item
  • Edit Cascaded Item (This option will appear when you select an item in the list.)
  • Cascaded Lookup Settings

These commands are your gateway to creating and managing cascaded lookup columns and items. Let's start by creating a brand-new cascaded lookup column from scratch.

Permissions Note: To access the New Cascaded Item and Edit Cascaded Item features, you must have appropriate permissions for the list or be a member of a SharePoint Online group that has appropriate permissions for the list.

1. How to Create a Brand-New Cascaded Lookup Column in SharePoint Online?

Follow this step-by-step guide to create a cascaded lookup column from scratch in your SharePoint Online environment. Each step is designed to ensure a smooth and error-free setup process.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you want to create the cascaded lookup column.
    Tip: If you don't have a list yet, create one before proceeding.
Step 2: Open the Cascaded Lookup Settings
  1. In the list, click Cascaded Lookup Settings in the command bar at the top of the page.
    • This opens the Cascaded Lookup Settings panel.
Step 3: Create a New Cascaded Lookup Column
  1. On the Cascaded Lookup Settings panel, expand the Create a Cascaded Lookup Column dropdown menu in the Manage your Cascaded Lookup column settings section.
  2. Select New Cascaded Lookup Column from the dropdown menu.
    • This opens the New Cascaded Lookup Column panel.
Step 4: Configure the Cascaded Lookup Column

The New Cascaded Lookup Column panel is divided into several sections. Follow these steps to configure your column:

Step 4.1: Name Your Column

  1. In the Name field, assign a descriptive name that clearly reflects the data the column will display (e.g., "Employee City" or "Vehicle Number").

Step 4.2: Add a Description (Optional)

  1. In the Description field, you can optionally provide additional details or context about the column (e.g., "This column displays employee cities based on selected filters, such as employee country.").

Step 4.3: Select the Data Source Site

  1. Expand the "Get information from this site" dropdown menu.
    • This displays all sites available in your current site collection.

  2. Select the site that contains the list or library you want to use as the data source.

Step 4.4: Choose the Source List

  1. Expand the "Select a list as a source" dropdown menu.
    • This displays all available lists within the selected site.

  2. Choose the list that contains the column you want to use as the data source.

Step 4.5: Select the Source Column

  1. Expand the "Select a column from the list above" dropdown menu.
    • This displays all available columns within the selected list.
  2. Choose the column that will act as the data source for the cascaded lookup column.

Step 4.6: Set Up Cascading Behavior

  1. In the Cascading(s) section, click "Set Cascading" to open the Set Cascading panel.
  2. Click "+Add cascading" to create a new Cascading Configuration Box.
    • Specify the column in your current list that will act as the parent of the cascaded lookup column being created, by selecting from the Parent Column in This List dropdown.
    • Specify the column in the source list that will be used to compare with the selected parent column, filtering the options for the cascaded lookup column being created, by selecting from the Filter by Column in Source List dropdown.
  3. Advanced Cascading (Optional):
    • Click "+Add cascading" to set up multiple parent columns and corresponding filter columns. This allows for more granular filtering.
  4. Optional: Allow Users to Disable Cascading:
    • Toggle the Allow users to disable cascade feature switch to enable users to disable cascading in the New/Edit Cascaded Item forms.
  5. Save Your Configuration:
    • Click OK to save your cascading settings and return to the New Cascaded Lookup panel.
    • Under Cascading(s), you will see the configured cascading settings (e.g., Employee Country (parent) = Country (filter by)).

Step 4.7: Apply Filters (Optional)

  1. In the Filter section, click Set Filter to open the Set Filter panel.
    • Select a specific view of the source list from the Filter by View dropdown to filter the options displayed in the cascaded lookup column. Only the items visible in the selected view will appear as options.
    • Optionally, check Use selected view to sort items to apply the sorting order defined in the selected view to the cascaded lookup column.
    • To further refine the options displayed in the cascaded lookup column, select specific columns in the source list by checking the boxes next to the columns listed in the Allow Users to Filter Items Using Columns section. When creating or editing a cascaded lookup item, you can define filtering criteria (e.g., contains, begins with, equal, not equal) for the selected columns to narrow down the displayed options.
  2. Click OK to save your filter settings and return to the New Cascaded Lookup panel.

Step 4.8: Show Related Columns (Optional)

  1. Expand the Show related columns on New/Edit Cascaded Item form dropdown menu.
    • Select related columns from the source list to display them together with the cascaded lookup column options in the same dropdown menu on the New/Edit Cascaded Item form, providing additional context or details about the options to make it easier to select the correct value.

Step 4.9: Add Additional Columns (Optional)

  1. In the Add Additional Columns from Source List section, check the boxes next to the columns you want to include as read-only fields on the list view page.
    • These fields provide extra details about the selected cascaded lookup item but cannot be edited by users.

Step 4.10: Configure Deletion Behavior

  1. In the Deletions from Source List Affect This List section, choose how deletions in the source list should impact the cascaded lookup column.
    • Keep the value: Retains the value in the cascaded lookup column even if it's deleted from the source list.
    • Remove the value: Deletes the value from the cascaded lookup column if it's deleted from the source list.
    • Prevent deletion: The source list item cannot be deleted if it's referenced by a cascaded lookup column.

Step 4.11: Remove Duplicate Items (Optional)

  1. Toggle the Remove Duplicate Items from the dropdown list switch to control whether duplicate entries are displayed in the cascaded lookup column dropdown list.

Step 4.12: Configure Additional Options

  1. Configure the following options as needed:
    • Allow Multiple Selections: Enable this to allow users to select multiple values in the cascaded lookup column.
    • Require That This Column Contains Information: Enable this to make the column mandatory.
    • Enforce Unique Values: Enable this to ensure that each value in the column is unique.
    • Add to All Content Types: Enable this to add the column to all content types in the list.
Step 5: Save Your Column
  1. After configuring all the settings, click Save to create your cascaded lookup column.
Step 6: Success!
  1. Congratulations! You've successfully created your first cascaded lookup column from scratch. Test it out by adding or editing items in your list to see the cascading behavior in action.

2. How to Convert a Standard Lookup Column into a Cascaded Lookup Column in SharePoint Online？

Follow this step-by-step guide to seamlessly convert a standard Lookup column into a Cascaded Lookup column in your SharePoint Online environment. This process enhances your column's functionality while preserving existing data.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you already have a Standard Lookup Column that you want to convert into a Cascaded Lookup Column.
    Tip: Ensure the list contains at least one standard Lookup column before proceeding.
Step 2: Open the Cascaded Lookup Settings
  1. In the list, click Cascaded Lookup Settings in the command bar at the top of the page.
    • This opens the Cascaded Lookup Settings panel.
Step 3: Create a Cascaded Lookup Column by Converting an Existing Standard Lookup Column
  1. On the Cascaded Lookup Settings panel, expand the Create a Cascaded Lookup Column dropdown menu in the Manage your Cascaded Lookup column settings section.
  2. Select From a Lookup Column from the dropdown menu.
    • This option allows you to convert an existing Lookup column into a Cascaded Lookup column without starting from scratch.
    • This opens the Convert Lookup Column panel.
Step 4: Convert the Standard Lookup Column
  1. In the Convert Lookup Column panel, you'll see a dropdown titled "Select a Lookup Column".
    • This dropdown displays a list of all available Lookup columns in your current list.
  2. Select the Lookup column you'd like to convert into a Cascaded Lookup column.
  3. Click Convert.
    • The selected column will be transformed into a Cascaded Lookup column.
Step 5: Success!
  1. Congratulations! You've successfully converted your standard Lookup column into a Cascaded Lookup column.
    Important Note: All existing data in the column remains intact, and the relationships between the data in your list are preserved.
Next Steps
  • Test the new Cascaded Lookup column by adding or editing items in your list to ensure the cascading functionality works as expected.
  • If needed, configure additional settings (e.g., cascading behavior, filters, or related columns) to further customize the column.

3. How to Edit a Cascaded Lookup Column in SharePoint Online?

Follow this step-by-step guide to edit an existing Cascaded Lookup Column in your SharePoint Online list. This tutorial ensures you can modify your column settings while maintaining data integrity.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Column that you want to edit.
    Tip: Ensure the list contains at least one Cascaded Lookup Column before proceeding.
Step 2: Open the Cascaded Lookup Settings
  1. In the list, click Cascaded Lookup Settings in the command bar at the top of the page.
    • This opens the Cascaded Lookup Settings panel.
Step 3: Locate the Cascaded Lookup Column
  1. On the Cascaded Lookup Settings panel, locate the Manage your Cascaded Lookup column settings section.
    • Layout Note:
      • This section contains two parts:
        1. The Create a Cascaded Lookup Column dropdown menu.
        2. A list of all Cascaded Lookup Columns that have already been created, displayed below the dropdown menu.
  2. Locate the Cascaded Lookup Column you want to modify from the list below the dropdown menu.
Step 4: Edit the Cascaded Lookup Column
  1. Click on the column name to open the Edit Cascaded Lookup Column panel.
    Important Note: Once a Cascaded Lookup Column is created, the "Get information from this site" and "Select a list as a source" fields become non-editable. You can only modify other settings.
  2. Make your desired changes to the column settings, such as:
    • Name and Description: Update the column name or add/edit the description.
    • Source Column: Specify another column that will act as the data source for the cascaded lookup column.
    • Cascading Behavior: Modify cascading rules by adding or removing parent and filter columns.
    • Filters: Adjust or add new filters to refine the displayed options.
    • Related Columns: Add or remove related columns from the source list to display them together with the cascaded lookup column options in the same dropdown menu on the New/Edit Cascaded Item form.
    • Additional Columns: Include additional columns from the source list as read-only fields on the list view page.
    • Deletion Behavior: Change how deletions in the source list affect the cascaded lookup column.
    • Additional Options: Update settings like handling duplicates, allowing multiple selections, enforcing unique values, or making the column mandatory.
  3. After making your changes, click Save to apply them.
Step 5: Success!
  1. Congratulations! You've successfully edited your Cascaded Lookup Column.
    • Test the updated column by adding or editing items in your list to ensure the changes work as expected.
Important Notes:
  • Data Integrity: Editing a Cascaded Lookup Column does not affect existing data in the column. However, changes to cascading behavior or filters may alter how data is displayed or filtered.
  • Permissions: Ensure you have the necessary permissions to edit columns in the list. If you encounter issues, contact your SharePoint administrator.

4. How to Delete a Cascaded Lookup Column in SharePoint Online？

Follow this step-by-step guide to delete an existing Cascaded Lookup Column in your SharePoint Online list.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Column that you want to delete.
    Tip: Ensure the list contains at least one Cascaded Lookup Column before proceeding.
Step 2: Open the Cascaded Lookup Settings
  1. In the list, click Cascaded Lookup Settings in the command bar at the top of the page.
    • This opens the Cascaded Lookup Settings panel.
Step 3: Locate the Cascaded Lookup Column
  1. On the Cascaded Lookup Settings panel, locate the Manage your Cascaded Lookup column settings section.
    • Layout Note:
      • This section contains two parts:
        1. The Create a Cascaded Lookup Column dropdown menu.
        2. A list of all Cascaded Lookup Columns that have already been created, displayed below the dropdown menu.
  2. Locate the Cascaded Lookup Column you want to remove from the list below the dropdown menu.
Step 4: Delete the Cascaded Lookup Column
  1. On the right side of the Cascaded Lookup Column you want to delete, expand the Delete dropdown menu (represented by a trash bin icon).
  2. Select the Delete option from the dropdown menu.
  3. A confirmation dialog will appear:
    • Message: "Are you sure you want to delete this column?"
  4. Click Delete to confirm.
Step 5: Success!
  1. Congratulations! You've successfully removed the Cascaded Lookup Column.
    • The column and its data will no longer appear in your list.
Important Notes:
  • Data Impact: Deleting a Cascaded Lookup Column will remove the column and its data from the list. Ensure you have a backup of any important data before proceeding.
  • Dependencies: If other columns, views, or workflows depend on this column, they may be affected. Review dependencies before deletion.

5. How to Convert a Cascaded Lookup Column Back to a Standard Lookup Column in SharePoint Online？

Follow this step-by-step guide to convert an existing Cascaded Lookup Column back to a Standard Lookup Column in your SharePoint Online list. This process removes the cascading functionality while preserving the column and its data.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Column that you want to convert back to a Standard Lookup Column.
    Tip: Ensure the list contains at least one Cascaded Lookup Column before proceeding.
Step 2: Open the Cascaded Lookup Settings
  1. In the list, click Cascaded Lookup Settings in the command bar at the top of the page.
    • This opens the Cascaded Lookup Settings panel.
Step 3: Locate the Cascaded Lookup Column
  1. On the Cascaded Lookup Settings panel, locate the Manage your Cascaded Lookup column settings section.
    • Layout Note:
      • This section contains two parts:
        1. The Create a Cascaded Lookup Column dropdown menu.
        2. A list of all Cascaded Lookup Columns that have already been created, displayed below the dropdown menu.
  2. Locate the Cascaded Lookup Column you want to convert back to a Standard Lookup Column from the list below the dropdown menu.
Step 4: Convert the Cascaded Lookup Column Back to a Standard Lookup Column
  1. On the right side of the Cascaded Lookup Column you want to convert, expand the Delete dropdown menu (represented by a trash bin icon).
  2. Select the Convert to a Lookup column option from the dropdown menu.
  3. The column's cascading functionality will be removed, and it will revert to a Standard Lookup Column.
    • Note: All existing data in the column will remain intact.
Step 5: Success!
  1. Congratulations! You've successfully converted the Cascaded Lookup Column back to a Standard Lookup Column.
    • Test the column by adding or editing items in your list to ensure it functions as expected.
Important Notes:
  • Data Integrity: The conversion process preserves all existing data in the column. No data will be lost or altered.
  • Functionality Changes: After conversion, the column will no longer support cascading behavior. Ensure this aligns with your requirements before proceeding.
Next Steps
  • If you need to re-enable cascading functionality, you can convert the column back to a Cascaded Lookup Column.

6. How to Create a Cascaded Lookup Item in SharePoint Online？

Follow this step-by-step guide to create a cascaded lookup item in your SharePoint Online list. This tutorial covers two options for creating cascaded lookup items, ensuring flexibility based on your setup and preferences.

Option 1: Using the New Cascaded Item Command

Step 1: Navigate to Your List

  1. Go to your SharePoint Online site and open the list where you want to create a cascaded lookup item.

Step 2: Click New Cascaded Item

  1. In the list command bar at the top of the page, click New cascaded item.
    • This command allows you to create a new item in your list with cascaded lookup columns.
    • Note: If you don't see the New cascaded item command:
      • Click the ellipsis (…) to reveal additional commands.
      • If the command is still missing, contact your SharePoint administrator to verify your access.
        • Ensure you have the necessary permissions to access the New Cascaded Item and Edit Cascaded Item features.

Step 3: Fill in the New Item Form

  1. In the New Cascaded Item form, fill in the required information.
  2. Click Save to create the item.

Step 4: Success!

  1. Congratulations! You've successfully created a cascaded lookup item using the New Cascaded Item command.
Option 2: Using the Standard New Item Form (If Enabled)

Step 1: Navigate to Your List

  1. Go to your SharePoint Online site and open the list where you want to create a cascaded lookup item.

Step 2: Enable Cascaded Lookup Custom Forms

  1. Click on the Cascaded Lookup Settings command in the list command bar at the top of the page.
  2. On the Cascaded Lookup Settings panel, toggle on the Apply Cascaded Lookup Custom Form to Content Type switch.
    • This replaces SharePoint's standard New and Edit item forms with custom New Cascaded Item and Edit Cascaded Item forms designed by the Cascaded Lookup App.
    • Note: This allows users to leverage cascading functionality directly when adding or modifying items using the standard + Add new item and Edit item buttons.

Step 3: Click + Add New Item

  1. Click + Add new item on the list command bar.

Step 4: Fill in the New Item Form

  1. In the New Item form, fill in the required information.
  2. Click Save to create the item.

Step 5: Success!

  1. Congratulations! You've successfully created a cascaded lookup item using the standard + Add new item button.
Important Notes:
  • Flexibility: You can always create a cascaded lookup item through the New cascaded item command, regardless of the Apply Cascaded Lookup Custom Form to Content Type switch setting.
  • Permissions: To access the New Cascaded Item and Edit Cascaded Item features, you must have appropriate permissions for the list or be a member of a SharePoint Online group that has appropriate permissions for the list. If you encounter issues, contact your SharePoint administrator.

7. How to Edit a Cascaded Lookup Item in SharePoint Online?

Follow this step-by-step guide to edit a cascaded lookup item in your SharePoint Online list. This tutorial covers two options for editing cascaded lookup items, ensuring flexibility based on your setup and preferences.

Option 1: Using the Edit Cascaded Item Command

Step 1: Navigate to Your List

  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Item that you want to edit.
    • Tip: Ensure the list contains at least one Cascaded Lookup Item before proceeding.

Step 2: Select the Cascaded Lookup Item

  1. Locate the Cascaded Lookup Item you want to modify in the list.
  2. Click on the check circle before the item to select it.

Step 3: Click Edit Cascaded Item

  1. In the list command bar at the top of the page, click Edit cascaded item.
    • This command allows you to edit existing items that include cascaded lookup columns.
    • Note: If you don't see the Edit cascaded item command:
      • Click the ellipsis (…) to reveal additional commands.
      • If the command is still missing, contact your SharePoint administrator to verify your access.
        • Ensure you have the necessary permissions to access the New Cascaded Item and Edit Cascaded Item features.

Step 4: Make Changes in the Edit Item Form

  1. In the Edit Cascaded Item form, make the desired modifications.
  2. Click Save to apply the changes.

Step 5: Success!

  1. Congratulations! You've successfully edited a cascaded lookup item using the Edit Cascaded Item command.
Option 2: Using the Standard Edit Item Form (If Enabled)

Step 1: Navigate to Your List

  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Item that you want to edit.
    • Tip: Ensure the list contains at least one Cascaded Lookup Item before proceeding.

Step 2: Enable Cascaded Lookup Custom Forms

  1. Click on the Cascaded Lookup Settings command in the list command bar at the top of the page.
  2. On the Cascaded Lookup Settings panel, toggle on the Apply Cascaded Lookup Custom Form to Content Type switch.
    • This replaces SharePoint's standard New and Edit item forms with custom New Cascaded Item and Edit Cascaded Item forms designed by the Cascaded Lookup App.
    • Note: This allows users to leverage cascading functionality directly when adding or modifying items using the standard + Add new item and Edit item buttons.

Step 3: Select the Cascaded Lookup Item

  1. Locate the Cascaded Lookup Item you want to modify in the list.
  2. Click on the check circle before the item to select it.

Step 4: Click Edit

  1. Click Edit on the list command bar, or:
    • Click the ellipsis (…) associated with the selected item to expand its context menu.
    • Then, click Edit from the dropdown of the context menu.

Step 5: Make Changes in the Edit Item Form

  1. In the Edit Item form, make the desired modifications.
  2. Click Save to apply the changes.

Step 6: Success!

  1. Congratulations! You've successfully edited a cascaded lookup item using the standard Edit item button.
Important Notes:
  • Flexibility: You can always edit a cascaded lookup item through the Edit cascaded item command, regardless of the Apply Cascaded Lookup Custom Form to Content Type switch setting.
  • Permissions: To access the New Cascaded Item and Edit Cascaded Item features, you must have appropriate permissions for the list or be a member of a SharePoint Online group that has appropriate permissions for the list. If you encounter issues, contact your SharePoint administrator.

8. How to Delete a Cascaded Lookup Item in SharePoint Online?

Follow this step-by-step guide to delete an existing Cascaded Lookup Item in your SharePoint Online list.

Step 1: Navigate to Your List
  1. Go to your SharePoint Online site and open the list where you already have a Cascaded Lookup Item that you want to delete.
    • Tip: Ensure the list contains at least one Cascaded Lookup Item before proceeding.
Step 2: Select the Cascaded Lookup Item
  1. Locate the Cascaded Lookup Item you want to remove from the list.
  2. Click on the check circle before the item to select it.
Step 3: Delete the Cascaded Lookup Item
  1. Click Delete on the list command bar, or:
    • Click the ellipsis (…) associated with the selected item to expand its context menu.
    • Then, click Delete from the dropdown of the context menu.
  2. A confirmation dialog will appear:
    • Message: "Are you sure you want to send these items to the recycle bin?"
  3. Click Delete to confirm.
Step 4: Success!
  1. Congratulations! You've successfully removed the Cascaded Lookup Item.
    • The item and its data will no longer appear in your list.
Important Notes:
  • Data Impact: Deleting a Cascaded Lookup Item will remove the item and its data from the list. Ensure you have a backup of any important data before proceeding.
  • Consistency: Deleting a Cascaded Lookup Item works the same as deleting a standard SharePoint item. There is no special process for cascaded lookup items.

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