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Linking Records to Your Selected Record

In Oracle CRM On Demand, you can link one record to another. Linking records gives you access to all related information from the records that you view. As an example, you can see a complete view of customer information by linking contacts, opportunities, and activities to an account record.

Linking associates records with each other so that you and others who have access rights to the record have a full view of the information.

About Single Associations and Multiple Associations

You use Lookup windows to search for and select existing records that you want to link to the record you are working with. Lookup windows are either single-association windows, where you can select one record in the Lookup window, or multiassociation Lookup windows, where you can select multiple records to link to the record you are working with. For example, you can link contacts to a task in the following ways:

  • In the Task Detail page, if you want to add a primary contact for the task, then you click the lookup icon in the Primary Contact field. In this case, a single-association Lookup window opens, and you can select a single contact as the primary contact for the task.
  • You can link multiple contacts to a task in the Contacts related information section of the Task Detail page. In this case, you click Add in the Contact related information section. A multiassociation Lookup window opens, and you can select one or more contacts to link to the task.
  • If your company administrator adds the Contact field to the Task Detail page, you can link multiple contacts to the task by clicking the lookup icon in that field. A multiassociation Lookup window opens, and you can select multiple contacts. The contacts that you select are listed in the Contact field and are also listed in the Contacts related information section on the Task Detail page.

Smart Associations

You company administrator determines whether smart associations are available when you are linking records.

NOTE: Smart associations are applicable where single-association Lookup windows are available. Where multiassociation Lookup windows are available, smart associations are not applicable.

Smart associations allow you to type part or all of the name of the record that you want to link to the main record, and then Oracle CRM On Demand finds the appropriate record. When you type all or part of the record name and then save your changes, Oracle CRM On Demand attempts to resolve the association. If Oracle CRM On Demand finds a unique match, then the matching record is used, and your changes are saved. If Oracle CRM On Demand finds no match or finds multiple potential matches, then you are presented with a Lookup window where you can perform additional searches, and then select the appropriate record. Your company administrator can enable smart associations by enabling the Auto-Resolve Enabled option in the search layout for a record type.

For example, when linking an account to a task, you can type the name of an account in the Account name field on the Task Detail page. When you save your changes, Oracle CRM On Demand searches for matching accounts. If Oracle CRM On Demand finds a unique matching account, then that account is used. If Oracle CRM On Demand finds no matching account or finds multiple potentially matching accounts, then a Lookup window opens. In the Lookup window, you can perform additional searches, and select the appropriate account.

If smart associations are not enabled, or you do not know the name of the record that you want to link to the record you are working with, then you must click the Lookup icon next to a field to open the Lookup window. In the Lookup window, you can search for the record that you want to link to the record that you are working with.

Prepopulated Lookup Windows

Depending on how your company administrator sets up the search layout for a record type for your role, the Lookup window for that record type might be populated with records when the window opens. If the Lookup window is not populated with records, then you must select the list you want to search in the Lookup window, and then click Go to view the records in the list. For more information about Lookup windows and how to use them, see Searching for Records in Lookup Windows.

Linking New and Existing Records

From the record Detail pages, you can do one or both of the following, depending on the record types you are working with:

  • Link existing records to a main record.
  • Create new records that are automatically linked to the main record.

New records are added to the database at the same time that they are linked to the selected record. For example, an activity you create from the Lead Detail page is linked to the lead, and then appears in the Activities pages.

NOTE: You can also edit some fields on linked records from the main record Detail page if inline editing is enabled. For information about editing linked records from the main records, see Updating Linked Records from Main Records.

The following procedure describes how to link one or more records to your selected record in the related information section of the record Detail page.

To link an existing record to your selected record

  1. Select the main record.

    For more information about selecting records, see Finding Records.

  2. On the record Detail page, scroll down to the appropriate related information section, and click Add.

    Depending on the record types that you are linking, either a multiassociation Lookup window or a list page opens.

  3. Do one of the following:
    • In the multiassociation Lookup window, click Select for each of the records that you want to link to your main record, and then click OK.
    • In the list page, click the Lookup icon next to the field to open the Lookup window, and then click Select for the record that you want to link to your main record.

The following procedure describes how to create a new record and link it to your selected record.

NOTE: Depending on the record types that you are working with, you might not be able to create a new, linked record from your selected record.

To create a new record and link it to your selected record

  1. Select the main record.

    For more information about selecting records, see Finding Records.

  2. On the record Detail page, scroll down to the appropriate related information section, and then click New.

    NOTE: In some cases, the New button is not available in the related information section. Instead, you must click Add and then click New in the Lookup window to open the form where you can create the new record.

  3. In the Edit page, create a new record and save it.

    The new record is automatically linked to the main record.

The following procedure describes how to remove or delete a linked record from the related information section of the record Detail page.

To remove or delete a linked record

  1. Select the main record.

    For more information about selecting records, see Finding Records.

  2. On the record Detail page, scroll down to the appropriate related information section.
  3. In the row for the record that you want to remove or delete, select one of the following options from the record-level menu:
    • Remove. This option disassociates the records without deleting either of the records.
    • Delete. This option deletes the linked record. A deleted record is moved to the Deleted Items page and is permanently removed from the database after 30 days.

      NOTE: Where multiassociation Lookup windows are available, you can also remove linked records by clicking Remove for each of the linked records in the multiassociation Lookup window.


Published 5/4/2012 Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.