[{"data":1,"prerenderedAt":175},["ShallowReactive",2],{"/updates/2026-04-30-refine-lookup-results-with-candidate-record-filters":3,"surround":166},{"id":4,"title":5,"body":6,"date":144,"description":145,"extension":146,"head":147,"meta":148,"navigation":154,"path":155,"schemaOrg":147,"screenshot":156,"screenshotMargin":157,"seo":158,"sitemap":159,"stem":160,"tags":161,"__hash__":165},"updates/updates/2026-04-30-refine-lookup-results-with-candidate-record-filters.md","Refine lookup results with candidate record filters",{"type":7,"value":8,"toc":135},"minimark",[9,13,18,30,34,56,60,92,95,99,119,123,126],[10,11,12],"p",{},"When you use multi-record lookups to pull values from related collections, every matching record is treated as a candidate. That means your \"highest invoice\" lookup might return an unpaid draft, or your \"latest delivery\" field might reference a cancelled order. Until now, there was no way to narrow which records a lookup considers.",[14,15,17],"h2",{"id":16},"whats-new","What's new:",[10,19,20,21,25,26,29],{},"Multi-record lookup fields now include a ",[22,23,24],"strong",{},"Filter candidate records"," option. You can define one or more filter conditions on the target collection, and the lookup will only consider records that match those conditions before applying its ",[22,27,28],{},"Mode"," selection (such as Min, Max, Earliest, or Latest). For example, a lookup configured to find the highest-value invoice for each customer can now be filtered to only consider invoices with a status of \"Paid\".",[14,31,33],{"id":32},"why-it-matters","Why it matters:",[35,36,37,44,50],"ul",{},[38,39,40,43],"li",{},[22,41,42],{},"Get accurate results"," by ensuring lookups only consider the records that are relevant to your process, not every linked record in the collection.",[38,45,46,49],{},[22,47,48],{},"Simplify multi-collection setups"," by handling filtering at the field level rather than relying on separate views or manual checks to exclude unwanted records.",[38,51,52,55],{},[22,53,54],{},"Stay flexible as your data changes"," because filters are cleared automatically when you switch the target collection, preventing references to fields that no longer exist.",[14,57,59],{"id":58},"how-it-works","How it works:",[61,62,63,74,77,83,86],"ol",{},[38,64,65,66,69,70,73],{},"Navigate to your collection's ",[22,67,68],{},"Configure"," page and open the ",[22,71,72],{},"Fields"," pane.",[38,75,76],{},"Select an existing multi-record lookup field or create a new one.",[38,78,79,80,82],{},"Under the lookup configuration, find the ",[22,81,24],{}," section that appears below the link field settings.",[38,84,85],{},"Add one or more filter conditions using fields from the target collection. For example, filter by a status field equalling \"Approved\" or a date field being within the last 30 days.",[38,87,88,89,91],{},"Save the field. The lookup will now evaluate only records matching your filters before selecting the value based on your chosen ",[22,90,28],{},".",[10,93,94],{},"Note: The filter option only appears for multi-record lookups. Single-link lookups reference one specific record and do not require candidate filtering.",[14,96,98],{"id":97},"when-to-use-it","When to use it:",[35,100,101,107,113],{},[38,102,103,106],{},[22,104,105],{},"Finance teams"," tracking the highest-value paid invoice per client can filter out draft or cancelled invoices, ensuring reports reflect only confirmed revenue.",[38,108,109,112],{},[22,110,111],{},"Operations managers"," monitoring the most recent completed delivery per supplier can exclude in-progress or failed deliveries from their lookup, keeping dashboards accurate.",[38,114,115,118],{},[22,116,117],{},"Project leads"," pulling the latest approved milestone from a linked tasks collection can filter out rejected or pending tasks, so status summaries only reflect signed-off work.",[14,120,122],{"id":121},"get-started","Get started",[10,124,125],{},"Open any collection with a multi-record lookup field, edit the field configuration, and add your first candidate filter. If you are setting up a new lookup, choose the multi-record option to see the filter controls.",[10,127,128,129,134],{},"If you have questions or feedback, we would love to hear from you. Email ",[130,131,133],"a",{"href":132},"mailto:support@kinabase.com","support@kinabase.com"," — we're listening.",{"title":136,"searchDepth":137,"depth":137,"links":138},"",2,[139,140,141,142,143],{"id":16,"depth":137,"text":17},{"id":32,"depth":137,"text":33},{"id":58,"depth":137,"text":59},{"id":97,"depth":137,"text":98},{"id":121,"depth":137,"text":122},"2026-04-30T00:00:00.000Z","Multi-record lookup fields now support candidate filters, letting you control exactly which records are considered before selection criteria like minimum or maximum are applied.","md",null,{"readingTime":149},{"text":150,"minutes":151,"time":152,"words":153},"3 min read",2.125,127500,425,true,"/updates/2026-04-30-refine-lookup-results-with-candidate-record-filters","/updates/2026/2026-04-30-refine-lookup-results-with-candidate-record-filters.png",false,{"title":5,"description":145},{"loc":155},"updates/2026-04-30-refine-lookup-results-with-candidate-record-filters",[162,163,164],"Lookup Field","Filter","Record","xj1b8AmHy9v3HKANOrZoaeXI0nFc1CAoH7u5Cb9AYPo",[167,171],{"title":168,"path":169,"stem":170,"children":-1},"Keep portal navigation clean by filtering out reference data","/updates/2026-04-29-keep-portal-navigation-clean-by-filtering-out-reference-data","updates/2026-04-29-keep-portal-navigation-clean-by-filtering-out-reference-data",{"title":172,"path":173,"stem":174,"children":-1},"Control portal navigation visibility with access conditions","/updates/2026-05-01-control-portal-navigation-visibility-with-access-conditions","updates/2026-05-01-control-portal-navigation-visibility-with-access-conditions",1777554230605]