Your reference list is ready ✅ Head to your report template to connect it and automatically display its data !
🧩 The 2-field reference list principle
Kraaft works with 2 fields that always go together:
Reference list — the field you fill in yourself, by selecting one or more entries from your list 🖊️
List linked data — a 100% automatic field: it's never filled in by hand, it just displays a specific piece of info based on your list's entries (e.g. their price, phone number, license) 👀
In practice, you add 1 Reference list field for the selection, then as many Linked data fields as there are specific pieces of info to display!
➕ Add a Reference list field to your template
From the left menu > Reports > open the report template where you want to add the reference list 📋
Add a Reference list field to the template
Choose whether to allow single or multiple selection ☑️
Select the reference list to connect, from the ones you've created
📌 Selection is based on the title field of your list's entries: this is the field that shows up in the dropdown menu to pick an entry (for example, a team member's or a supplier's name) 🏷️ You can even search for a specific entry using the small magnifying glass at the top of the list 🔍
🔎 Display data linked to your reference list
Want to automatically display a specific piece of info from your list in the report, like a team member's license? 🧐 Here's how:
⚠️ Prerequisite: a List linked data field can't work on its own — it needs a Reference list field already present in the same report, since that's what it uses as its source 🔗
Add a List linked data field to your template
Choose your Reference list field as the source
Select the data to display
🙌 Result — As soon as you pick an entry in your report, the linked data displays automatically ⚡
💡 Want to display several different pieces of info, like a contractor's name, their company, and their work area? Add several List linked data fields, one per piece of info to display!
✨ Key advantage: you can place several Linked data fields tied to the same reference list anywhere in your report — at the top, in a dedicated section, at the end... wherever works best for you 😎
🗃️ Use a reference list inside a table field
Good news: a reference list also works as a sub-field of a table field, exactly like in a regular report 🙌
Concrete example: a site sign-in sheet 👷 The table field holds one entry per person present. Each one picks their name from a team members reference list — their job shows up right away thanks to the linked data — then signs with a signature field ✍️
To do this, simply add a Reference list sub-field and, if needed, a List linked data field, directly in your table field's setup ⚙️
💡 Never set up a table field before? Start with 🔧 Add and configure a table field in a report template before continuing 👍
⚠️ Display limitation to know about
A Reference list field can never be used as a display condition: you can't condition another field's display on it, no matter where it sits in the report 🚫
📤 What about exporting?
All this data can also be retrieved in your Word and Excel exports, with dedicated tags 🏷️ Head to 📤 Export reference list fields to learn all about it!
💬 Need help?
If you have any questions, Contact us!