Once your linked record field has been created, you can create links using the linked record picker. To bring up the linked record picker while in a grid view, click the + button inside a cell.
To bring up the linked record picker while in an expanded record, click the + Link to a record from [table] button.
Either way, when you bring up the linked record picker, you'll see a list of records that you can link to. You can search through the list to find the desired records more quickly, or you can click the + Add new record button to create a new record in the linked table.
To unlink a record while in a grid view, click into a cell in a linked record field, then click the X on the linked record you'd like to unlink. To unlink a record while in an expanded record, click the ⊝ button in the corner of the linked record you'd like to unlink.
When setting up a linked record field with the field customization menu, there are a couple of additional options that allow you to configure how you can use the linked record picker.
When this toggle is unchecked, if you've already added one linked record to a cell, you won't see the + buttons that allow you to easily bring up the linked record picker. This makes it easier to ensure that you don't accidentally add multiple links when you're trying to represent one-to-one relationships.
Note that if you toggle off Allow linking to multiple records in a field where multiple records have already been linked, no records will become unlinked.
Show linked records in reversed order
For bases or templates created before April 2020, you may see a toggle to "Show linked records in reversed order". With the toggle on (legacy behavior), all new records added to the linked record will appear at the beginning of the list. With the toggle on (default for all new linked records), any new record will be added to the end of the items in the cell. For more details, see reordering record links.
When this toggle is checked, if you open up the linked record picker, you'll only see the records that are visible in a view you've specified from a dropdown menu. This means that you can use filters in another table to make it easier to find and add relevant linked records. You could use this to filter out archived projects, passed deadlines, or inactive teammates from the linked record picker, making it easier to find the records you need quickly.
If you try and change the filters for a view that's being used to limit record selection elsewhere, you'll see a notice telling you which linked record field from which table is using this view's filters.
If you have limited record selection to a view in a linked record field, and you want to use this same linked record field in a form, you have the option to override the limitation and limit linked record selection to a different view.
A couple of other things to note about this feature:
- If you toggle on Limit linked record selection to a view in a field where there are already linked records, this will not have any effect on the existing records.
- This feature does not have any effect on any new linked records that are created using the linked record picker.
Once you click the save button, you will be prompted to choose additional fields from the table you linked to. Selecting fields from this list will create lookup fields.
For example, suppose you have a tasks table where you are connecting each task to a project. When you create a linked record field to connect each task to a project, you might also want to see the project category, the client name, the project lead, and the project kickoff date listed with the task. Whenever the project details change such as switching categories, all the tasks associated with that project will show the change in the project's category.