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1. Introduction
2. Related Concept
3. Configuration
• 3.1 General Settings
• 3.2 Filter Settings
• 3.3 Advanced Settings
• 3.4 Convert Column
4. Manage column data with Microsoft Office application

1. Introduction

SharePoint Cascaded Lookup greatly enhances the default SharePoint lookup and even further reduces waiting time as lookup results are filtered according to the parameters you set. Column relationship between parent and child columns can be established and data selected in parent fields will determine the options presented in the child fields.

2. Related Concepts

In order to maximize the power of your Cascaded Lookup, you must set up several things:

Source List - list where Cascaded Lookup will refer to for information. The Source List can be in any site in the current site collection.

Source Column - located in the Source List, contains data for your drop down menu.

Filter Column - also located in the Source List, is used to filter out irrelevant data from the Source Column and is also available as drop down menu.

Parent Column - located in the Target list (the list where you want to add looked up information).

This is a sample scenario to better understand what Cascaded Lookup can do:

A marketing team needs to trend what types of companies – based on size, industry and global location they should focus their marketing on, based on past purchase orders.

We have the following lists:

CRM – list of all partner companies and their relevant information

Purchase Orders – list of all purchase orders from companies

3. Configuration

Add a cascaded lookup column “Company” in the CRM list to join with Purchase Orders list.

Go to the CRM List, click the “Create Column” button.

3.1. General Settings

3.1.1. Enter column name “Related Tasks” and select Cascaded Lookup as column type

3.1.2. Specify “Company Info” as the source lookup list and “Company” as source column, and specify any additional column(s).

• Note: Supported source column type:
• Single Line Text,Number,
• Date and Time,Calculated (output is single line text),
• ID, Modified,
• Created, Version

3.2. Filter Settings

3.2.1. Build single or multiple parent-child relationships by adding one or more filters

a. In this scenario, the Location, Industry and Company Size columns are the parent columns of the associated Company column in the CRM source list.

b. This way, the lookup items of child column (Company) can be filtered by parent columns (Location, Industry, and Company Size).

• Note: Supported filter column type:
• Choice,
• Single Line Text
• SharePoint Lookup - (single value and source column is not Number or Date and Time)
• Cross-Site Lookup - (single value and source column is not Number or Date and Time)
• Cascaded Lookup - (single value and source column is not Number or Date and Time)
• Supported parent column type:
• Choice (except filled in value mode),
• SharePoint Lookup,
• Cross-Site Lookup,
• Cascaded Lookup

3.2.2. Filter lookup items by multiple columns

a. Add one or more columns from source lookup list as filter column, and do not specify the parent column in current list. In this scenario, we can specify the Location, Industry, and Company Size columns as filter columns in the source lookup list.

b. The lookup items of the Company column will be filtered by Location (Korea), Industry (Computer hardware and network hardware), and Company Size (10,000+) columns in source lookup list. Returning the Companies “Kanon” & “Hitachi.”

3.3. Advanced Settings

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

Show Empty- enable displaying empty field when no items match filter criteria

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

3.4. Convert Column

3.4.1. Select “Click here to convert a Lookup column in this list into a Cascaded Lookup column” to convert the column.

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

4. 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 Cascaded Lookup columns in Microsoft Excel, Microsoft Access, Microsoft Word and SharePoint Workspace.

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

4.2. Click the “Activate” button on the “Cascaded 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 .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 cascading function when using datasheet view.
• Cannot use cascading 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 Cascaded Lookup columns, it only displays the lookup item id in Microsoft Access.
• When the multiple values function is enabled for Cascaded 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

4.2.510.0 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 Cascaded Lookup column data to Microsoft Excel - Link SharePoint list to Microsoft Access database, support view and edit Cascaded Lookup column data - Support export Cascaded Lookup column data to Microsoft Access database - Support sync Cascaded Lookup column data to SharePoint Workspace
3.1.210.1 Feb 10th, 2012	New Feature: - Support Japanese, German and Chinese
3.0.203.0 Feb 3rd, 2012	New Features: - Build multiple parent-child relationship, No limitation on number of cascading levels - Support multiple filters - Support look up information from "Date and Time" and "Number" columns - Support Multiple Choice, Multiple SharePoint Lookup, Multiple Cross-Site Lookup, Multiple Cascaded Lookup columns as parent column - 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 Cascaded 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	New Features: - Filter lookup items by view; - Sort lookup items by filter view. Bugs Fixed: - Does not work when "Allow multiple values" is selected; - Does not work when the list is modified by the SharePoint designer; - When there are four Cascaded Lookup columns with the same parent column, only one Cascaded Lookup column can filter value.
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	New Features: - Display alert message when no items match specified filter criteria; - Add an option to display an empty field when no items match filter criteria. Bugs Fixed: - Resolved the error when editing and viewing single value entries in Datasheet view; - 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.
2.8.305.0 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. Bug Fixed: - Enable cascaded dropdown lists to be automatically filtered when there are multiple levels.
2.7.227.2 Feb 27th, 2009	Bug Fixed: - Resolved the error: "(None)" option still exists when the column is required.
2.6.220.4 Feb 24th, 2009	New Feature: - Enable to show other fields of the look-up items in display form. Bug Fixed: - Fixed auto selection error in Cascaded lookup.
2.5.206.0 Feb 6th, 2009	New Feature: - Allow automatic selection of child item when parent column is changed in Cascaded Lookup.
2.4.112.0 Jan 12nd, 2009	New Feature: - Enable child columns to be automatically populated when changing parent column in Cascaded Lookup.
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

• What will happen when the Cascaded Lookup license expires？
  • When the Cascade Lookup license expires, the existing Cascaded Lookup columns will continue to function in lists, but new Cascaded Lookup columns cannot be created, and the existing configuration cannot be modified.
• How do I convert SharePoint Lookup to Cascaded Lookup?
  • Enter Create Column page, choose the Cascaded Lookup in the radio button. Then click the "Convert to Cascaded Lookup from..." link to enter "Convert to Cascaded Lookup" page. Select the column you want to convert to Cascaded Lookup, and click "OK" button.
• If I uninstall the program, will I lose the data that is currently in Cascaded Lookup fields?
  • No, you will not lose the data in the current cascaded lookup fields.
• Can Cascaded Lookup columns be edited in the Datasheet view?
  • Yes, the cascaded lookup columns can be viewed and modified in datasheet view in above 2.13 version.
  • Note: In datasheet view, some functions of Cascaded Lookup will be lost.
• Why doesn’t the Cascaded function work when I edit in an open word document?
  • Cascaded Lookup cannot be used in a word document. It is recommended to use the Cascaded Lookup in the SharePoint list or library for complete functionality.
• 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 Cascaded Lookup to SharePoint Lookup.