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1. Introduction
2. Column Settings
• 2.1 General Settings
• 2.2 Advanced Settings
3. Manage Column Data with Microsoft Office Applications

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 2010 Version

2.1 General Settings

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

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

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

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

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.

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

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Languages Supported: English, Japanese, German, Simplified Chinese

System Requirements

For SharePoint 2013:

Operating System:	Microsoft Windows Server 2012 Standard or Datacenter X64 Microsoft Windows Server 2008 R2 SP1
Server:	SharePoint Release: - Microsoft SharePoint Foundation 2013 or Microsoft SharePoint Server 2013 - Microsoft .NET Framework 4.5
Browser:	Microsoft Internet Explorer 8/9/10 Mozilla Firefox supported Google Chrome supported

For SharePoint 2010:

Operating System:	Microsoft Windows Server 2008 x86/x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft .NET Framework 3.5
Browser:	Microsoft Internet Explorer 7 or greater is recommended for Advanced Administration features Mozilla Firefox supported Chrome supported

For SharePoint 2007:

Operating System:	Microsoft Windows Server 2003 x86/x64 Microsoft Windows Server 2008 x86/x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft .NET Framework 2.0 or 3.0 Note: This product is not compatible with SPS 2003 and WSS v2
Browser:	Microsoft Internet Explorer 6 or greater is recommended for Advanced Administration features Mozilla Firefox supported

Technical Notes:

• Cannot use filter by view function when using datasheet view.
• Cannot use cross site function in Microsoft Office applications.
• Cannot edit column values in Microsoft Access when using cross site lookup.
• When the multiple values function is enabled for Cross-Site Lookup columns, it only displays the lookup item id in Microsoft Access.
• When the multiple values function is enabled for Cross-Site Lookup columns, it cannot be managed in Microsoft Word.
• In datasheet view, the Cascaded Lookup & Cross-Site Lookup column can not be edited in SharePoint 2013.

Release Notes

4.2.509.2 May 10th, 2013	New Feature: - Company brand updated.
4.1.1221.0 Dec 21st, 2012	New Feature: - Support SharePoint 2013
4.0.330.0 March 30th, 2012	New Features: - Support export Cross-Site Lookup column data to Microsoft Excel - Link SharePoint list to Microsoft Access database, support view and edit Cross-Site Lookup column data - Support export Cross-Site Lookup column data to Microsoft Access database - Support sync Cross-Site Lookup column data to SharePoint Workspace
3.1.210.1 Feb 10th, 2012	New Features - Support Japanese, German and Chinese
3.0.202.1 Feb 3rd, 2012	New Features: - Support look up information from "Date and Time" and "Number"columns - Support displaying additional columns from lookup list on SharePoint2010 - Support adding new items in the source lookup list by the "Create new item…" link - Support Cross-site lookup as site column - Improved lookup performance
2.18.1122.0 Nov 23th, 2011	Bugs fixed: - If users have no permission to access the source list, an Access Deny error will occur when users enter the New Item form or Edit Item form. - Users need to reenter the value if the other columns cannot pass the validation when submitting the New Item form or Edit Item Form. - If the source list or source site has been deleted, an error will occur when users enter the New Item form or Edit Item form.
2.17.1124.0 Nov 24th, 2010	Minor bug fixes
2.16.809.0 Aug 9th, 2010	New Feature: - Announced compatibility with SharePoint 2010.
2.15.714.0 Jul 19th, 2010	New Feature: - Server license added.
2.14.105.0 Jan 8th, 2010	Licensing module upgraded. New Feature: - Allow users to remove duplicate items.
2.13.820.0 Aug 21st, 2009	Licensing module upgraded.
2.13.721.1 Jul 22nd, 2009	New Feature: - Support German.
2.13.716.1 Jul 17th, 2009	Bugs Fixed: - Resolved the error when editing and viewing single value entries in Datasheet view; - Resolved the display error when viewing items with folder mode enabled; - Resolved the error when entering display page if the lookup list has been deleted.
2.11.428.1 Apr 28th, 2009	New Feature: - Support Japanese.
2.10.410.0 Apr 10th, 2009	Bug Fixed: - Enable choices to be sorted in alphabetical order in edit form.
2.9.326.0 Mar 26th, 2009	Bug Fixed: - Javascript error in some cases.
2.8.305.0 Mar 6th, 2009	New Feature: - The cross-site lookup configuration of a site template can be saved and applied to the new sites which are created based on that template.
2.7.227.2 Feb 27th, 2009	New Feature: - Allow users to look up folders and display all items in these folders. Bug Fixed: - Resolved the error: "(None)" option still exists when the column is required.
2.6.220.4 Feb 24th, 2009	New Features: - Enable to show other fields of the look-up items in display form; - Provide the option that whether filtering choices by view in Cross-Site Lookup.
2.4.112.0 Jan 12nd, 2009	Bug Fixed: - Support multiple Cross-Site lookup columns in Office2007 document library.
2.3.1231.0 Dec 5th, 2008	Bug Fixed: - Resolved the error occurring when users update items by non-web method.
2.2.1219.3 Dec 23rd, 2008	Initial Release

• I installed Cross-Site Lookup successfully, but where do I activate it?
  • Please open the site collection and log in as the administrator. Once you have successfully logged in, in your root site, go to your Site Actions menu and click Site Settings -> Modify All Site Settings. There, in the column titled "Site Collection Administration" on the far left, click on "site collection features". Then, activate the "SharePoint Cross-Site Lookup" in the feature list.
• I downloaded Cross-Site Lookup and installed it on my web front end server. It installs successfully but it is not listed in the application features section of Central admin so I can't activate it. What should I do?
  • o This feature is a site collection feature, not a farm feature. Please open the site collection and log in as the administrator. Once you have successfully logged in, in your root site, go to your Site Actions menu and click Site Settings -> Modify All Site Settings. There, in the column titled "Site Collection Administration" on the far left, click on "site collection features". Then, activate the "SharePoint Cross-Site Lookup" in the feature list.
• How should I deal with Cross-Site lookup information losses in a site collection that is created by custom templates?
  • After creating a site collection from a custom template, enter the Change Column page of the Cross-Site Lookup. Then click the "OK" button to save the configuration, set all Cross-Site lookup columns in the same way; all information will be shown in the web part.
• Why can’t Cross-Site Lookup columns be edited in the Datasheet view?
  • o Because the Datasheet view only supports out-of-box column types, you can convert Cross-Site Lookup to default Lookup in the Change Column page if you want to bulk edit in Datasheet view. After finishing editing you can convert it back to the Cross-Site Lookup.
  • Note: If Cross-Site Lookup columns are converted to SharePoint Lookup columns, some functions of Cross-Site Lookup will be lost.
• Does the lookup work with SharePoint document library (as the standard SharePoint lookup does)?
  • Yes, Cross-Site Lookup can be used by Document Library.
• Can Cross-Site lookup retrieve more than a single field?
  • Yes, when you are creating or changing a Cross-Site column, you can choose the columns you want to show in the "Show other columns" box. You can see these columns’ value in the view item page.
• What are the limitations of the trail version?
  • There is no limited functionality for the trial version except for you not being able to convert Cross-Site Lookup to SharePoint Lookup.
• Will Cross-site Lookup stop working after the trial period has ended?
  • After the trial period has ended, users can not add new Cross-Site lookup columns or modify the settings of existing Cross-Site Lookup columns. When users edit the Cross-Site Lookup columns on a new form or edit a pre-existing form, the view filter function will also be limited. However, the basic functions of Cross-Site Lookup will still work.