Thursday, March 8, 2012

SharePoint 2010 list lookup column using Site Columns function

There are several 3-party solutions for doing cross-site lookups but here are OOTB possibilities of a lookup column that can be used on a subsite if the lookup values resides in a list above the site(s) where the column will be used. This is done through Site Columns.

Example site structure:

Home site
       SubSite1
             Subsite1.1
       SubSite2

If you have list(s) in any of these subsites that needs to get values from a global list in the Home site, you can accomplish this by defining a lookup column as a Site Column in the Home site. Define your Site Column lookup to point to the source list and target column with the correct values. The Site Column will be accessable in all subsites and can be added to any list/library using the function "Add from existing site columns" in the receiving list settings.

You maintain a global list of values and the lookup column(s) is updated with changes immediately in every list the columns is being used.

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