Admins and Designers use Reference Data to standardize dropdown options and reduce data entry errors.

Reference Data

Reference Data allows GoCanvas forms to use uploaded spreadsheets to populate fields with business data, reducing manual entry and data errors.

You can add Reference Data by uploading .csv files, importing Google Sheets, or updating is routinely through integrations with the GoCanvas API.

Map Reference Data for a parent field

To use Reference Data in a form, first map a parent field. Mapping connects a form field to a column in your Reference Data spreadsheet.

A parent field lets users select a record from the Reference Data file, such as a Customer Name. Each parent-field value must be unique and used only once in the spreadsheet, so GoCanvas can pull the correct, related information. These related, linked fields are called child fields. They pull values from the same Reference Data row as the selected parent value.

Dropdown fields are recommended for parent fields because they display a clear list of options and eliminate manual entry. Short Text, Long Text, Static Text, Number, and Rating fields can also connect to Reference Data, but they do not provide a list of options to select.

To map Reference Data for a parent field in the Basic Form Builder:

1. Create a new form using your preferred Basic Form Builder option.

   

2. Add or select a Dropdown field using the applicable method:
   • If a field already exists on the PDF: Select the field on your PDF. On the right side, in the Field panel, expand the Type dropdown menu and select Dropdown.
   •  If adding a new field: On the left side, in the Add panel, drag a Dropdown field onto your PDF.
3. On the right side, scroll down to the Reference Data panel and expand the Source dropdown menu.
4. Search for and select the Reference Data file you want to use from the Source dropdown menu.

5. Expand the Column dropdown menu and select the data column from your file to display in this field.

   Note

   Once you select values from the Source and Column dropdown menus, the parent field is complete. If you only need Reference Data to populate one field, no further action is required.

   

6. In the upper-right corner of the Builder, click Save, then Test the field, and click Publish and Assign to users.

Connect child fields to a parent field

In this section you will configure a child field and connect it to an existing parent field using the same Reference Data file.

A child filed displays information based on the value selected in the parent field. For example, if a user selects a customer name in the parent field, a child field can display that customer's associated address.

To connect a child field in the Basic Form Builder:

1. Select an existing field or drag a field compatible with Reference Data onto your PDF.
2. On the right, scroll down to the Reference Data panel.
3. Expand the Source dropdown menu and select the same Reference Data file used for the parent field.
4. Expand the Column dropdown menu and select the data column from your file to display in this field.
5. Expand the Screen dropdown menu and select the Screen Name where the parent field is located.

6. Expand the Field dropdown menu and select the name of the parent field.

   

7. In the upper-right corner of the Builder, click Save, then Test the field, and click Publish and Assign to users.