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Using lookup tables in Author Online

Lookup tables in Author Online are structured datasets that help authors map values, offer validated options, guide users through questionnaires, and insert pre-formatted text. For example, if a user has selected a geographical location, that answer can be used to find other data (such as the currency or capital city) for that location. This data can be presented on the questionnaire or in the assembled document.
Authors can create and manage these tables directly in the interface using intuitive menus, enhancing template flexibility and reducing manual effort through reusable data mappings.

Create a lookup table

To create a new lookup table, navigate to the hamburger menu Hamburger menu. and select
Lookup tables
 from the drop-down menu.
Create a new lookup table in Author Online.
Once the new lookup table window appears, you can name the table and define the number of rows and columns. These can be edited later as needed.
Defining number of rows and columns in lookup table.
Once you click
Create
, a new lookup table will be created. The table name can then be changed or deleted by choosing the appropriate options from the menuMore options button..
Lookup table rename/delete option.
note
Users can create multiple lookup tables to support different data requirements.

Edit Columns and Rows

You can rename columns by right-clicking the column header and selecting
Rename column
 from the actions list. To modify rows, right-click on a row to access available row actions and make the changes you need.
Rename column option.
Additional columns can be inserted as required. You can add columns to either the left or right of the lookup table. To clear the contents of a column, right-click on the column and select the “
Clear contents
” option from the context menu. Alternatively, you can delete a column by right-clicking and choosing the “
Delete column
” option.
Rows can also be added or deleted similarly. Right-click on a row and select either insert above or below. Select a single row or multiple rows by clicking on a row and dragging the mouse, then select “
Delete row
” to delete the row(s) or “
Clear contents
” to clear the content of the row(s).
Clear contents option.
note
The
Delete column
 and
Delete row
 options will delete the entire selected column or row.
Clear contents
 will only remove content available in the respective column or row and will not affect the structure of the table.
Alternatively, you can also add columns and rows from the
Actions
 menu.
Inserting rows and columns from Actions dropdown.

Add data to a lookup table

Once the lookup table is created, you can start adding data into the table.
Table data.
You can copy multiple cells from an existing Excel spreadsheet and paste them into the lookup table. Select the relevant cells in Excel and either right-click and select
Copy
 or use
CTRL + C
. Within the lookup table, select any cell and either use
CTRL + V
 or right-click and use the
Paste
 option.
note
  • When working with lookup tables in Author Online, users may encounter paste restrictions due to permission settings. The system now displays an error message when such limits occur. To enable permission panel in Word:
    • Open Microsoft Word.
    • Navigate to
      File
       →
      Options
       →
      Trust Center
       →
      Trust Center Settings
       →
      Trusted Add-in Catalogs
      .
    • Check the box “
      Next time Office starts, clear all previously started web add-ins cache
      ”.
    • Click
      OK
       and restart Word.
  • Column headers aren’t supported yet, meaning you cannot paste data into column headers. You can manually enter the data for now.

Build a dynamic lookup table

Dynamic Lookup tables are supported, allowing you to define external table statements for advanced automation scenarios, such as selecting data from external sources. To use this feature, click the “
Generate Dynamically
” button to toggle it on or off.
The selection will open an expression window where you can enter a select expression against an External Table that has been defined in the Contract Express application.
Dynamic table data expression window.
When you use a dynamic lookup table, the system checks and saves the results the first time you ask for information. If you ask for more information from the same table during that session, it uses the saved results instead of checking the database again.
Referencing lookup table data in your template
To see examples of how to use lookup data in a template, refer to the Select Operator (full-form expression) and the [Dot] Operator (abbreviated expression).
For more information on lookup tables in Author Desktop, see lookup tables.

This article applies to:

  • PRODUCT: Contract Express