Linking Grids
A link connects an entry to one or more entries in another Grid. This lets you spread data sensibly instead of cramming everything into one wide table.
When it pays off
When values repeat, they belong in their own Grid.
An example: you record registrations for events. Without a link, every registration repeats the event name, the date, and the location. If the location changes, you'd have to update it everywhere.
With a link:
Grid "Events" Grid "Registrations"
├── Title ├── Name
├── Date ←───────────┤ Event (Link record)
├── Location ├── Email
└── Price └── StatusThe location is stored once. Every registration points to it.
The rule of thumb
If a value appears identically in multiple rows, it belongs in its own Grid. This applies to customers, products, locations, projects, categories.
The two link types
| Column type | Refers to |
|---|---|
| Link record | exactly one entry |
| Link multiple records | any number of entries |
Link record is the standard case: a registration belongs to one event, an invoice to one customer.
Link multiple records is used when several things belong together: a project has multiple participants, an invoice has multiple line items.
Create a link
- Create a new field in the Grid.
- Choose Link record or Link multiple records.
- Under Specify the Grid view choose the target view.
You choose a view, not a Grid
The selection happens via a view of the target Grid. That has a practical consequence: if the view is filtered, only the filtered entries are available to choose from.
You can use this deliberately — a view "Active customers" prevents someone from picking an inactive customer. But it can also be surprising when an expected entry doesn't show up. In that case, check the target view's filter.
Using a link
In the table, clicking the field opens the picker. You search for the entry you want and select it. If nothing matches, ApptiveGrid reports No matching entry found.
In forms, the same picker appears for people filling in the form.
The limit: no nested links
Links can't be chained arbitrarily
If you try to reference a Grid that is itself already linked elsewhere, ApptiveGrid reports:
Links to Grids that are already linked elsewhere are not yet possible.
So a chain like Registration → Event → Venue isn't possible.
What you can do instead:
- Keep the data model flat. Store location and date directly in "Events" instead of building another reference.
- Link directly. Have "Registrations" additionally reference "Venues" directly.
- Use linked value. Pull the value you need over via a calculated field instead of creating another link.
Plan your data model with this limit in mind from the start. Restructuring afterward is a lot of work.
Deleting entries with links
Linked entries can't be deleted without further ado
If an entry is referenced elsewhere, ApptiveGrid reports:
Delete not possible. The entry is still referenced elsewhere.
Or, if the referencing entry can be named:
Delete not possible. The entry is still referenced by {entry}.
Remove the links pointing to this entry first. This is a safeguard — it prevents references from pointing into thin air.
With many references, a filtered view in the referencing Grid helps you find all affected entries.
Filtering by links
Link fields support the conditions is empty and is not empty. For Link multiple records, contains any of, contains none of, and contains all of are also available.
Finding incomplete records
A filter Event is empty shows all registrations without an assigned event — the fastest way to spot data gaps after an import.
What becomes possible afterward
The calculated field types only work once a link exists:
- Use linked value — pulls a value from the linked entry, e.g. the event date into the registration
- Calculate sum — sums across multiple linked entries, e.g. the line items of an invoice