Linked Record

Introduction

The Linked Record is a configurable checklist field type in Unifize that allows users to select and reference records from any other process. Admins can configure this field to allow single or multiple record selection, choose which fields are displayed, apply filters, and control visibility using checklist logic.

Capabilities

Capability	Description
Link to any process	Reference records from any Unifize process
Single or multiple record mode	Choose card (single) or table (multi-record) display
Visibility control	Select fields to show in preview or table. Use checklist logic to show/hide Linked Record
Dynamic filtering	Limit available records using field mappings

Configuration steps

1. Set up the field

• Open Process Builder.

• Add a new field to the checklist.

• Set Field Type = Linked Record.

• Configure the following options:

Setting	Description
Target Process	The process from which records will be pulled
Field Mode	Single-select (card) or Multi-select (table)
Display Fields	Choose fields to show by default
Filters	Static or dynamic filters to limit record list
Table settings	If using Table View: define columns, sort order, max rows

2. Save and publish

Once configuration is complete, save and publish the updated process. All new and existing records will reflect the updated Linked Record behavior.

Roles and permissions

Technical workflow

1. Admin creates a Linked Record and selects target process.

2. Admin configures mode (single/table), display fields, etc.

3. User opens a record and sees the Linked Record in the checklist.

4. User selects one or more records using the modal.

5. Checklist displays the linked data in a card or table view.

Linked records are live-synced (read-only) and show the latest data from the source process.

Linked Record settings

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Setting	What this setting is	Use cases
Process	Specifies the target process from which records can be linked	Linking CAPAs to Supplier records, linking SOPs to Training Records
Add Embedded Field	Selects specific fields from the Linked Record to display in the checklist preview	Display fields like Supplier Rating, Document Number, or CAPA Owner directly in the checklist
Allow multiple	Enables selection of multiple records, displayed as rows in a Linked Table	Link multiple Audit Findings to one Audit record
Auto fill related conversations	Auto-links related conversations from selected records into the current record	Maintains conversation traceability across linked records like Parent and Child CAPAs
Allow archived conversations	Permits selection of archived records during linking	Allows access to closed complaints or completed training records for reference
Show compressed preview	Displays Linked Record in a compact format to save space in the checklist	Efficiently view multiple linked items like material lots or inspection steps
Show status, owner and due date	Adds metadata to the preview card or table (read-only)	Useful for identifying completion status or responsibility of linked records at a glance
Suppress title hyperlink to the record	Disables navigation from linked record title to the actual record	Keeps users focused within the checklist, especially during audit or review sessions
Parent / Child	Defines whether the linked record is the parent or child in the relationship	Used in hierarchical workflows like CAPA → Change Request (Parent) or Audit → Findings (Child)
Allow only selecting	Limits users to selecting from existing records only	Ensures control where records must be pre-approved, like approved suppliers or validated test plans
Allow selecting and creating	Enables both selection from existing and creation of new records in one step	Speeds up workflows where new records may need to be created during review
Allow only creating	Users cannot select existing records and must create new ones from this field	Ensures a clean start for every issue log, complaint, or investigation
Only show Linked Record	Limits the checklist preview to only the fields selected in "Add Embedded Field"	Prevents clutter; ensures only critical data is visible to users
Allow manual revision linking even when there are no revisions created	Lets users manually link records even if revision control is not yet active	Used in early-stage document or spec workflows before formal revisions are in place
Select existing by	Defines the field used for searching/selecting existing records (e.g., title, ID, custom field)	Improves record selection UX by making search field more intuitive

Conditions field

Setting Name	Description	Use Case
Show until condition met	The linked record field is visible by default, and hides only if the specified condition becomes true.	Show a linked CAPA field unless a defect is marked as “Minor” — helps declutter the checklist in Quality workflows.
Hidden until condition met	The field stays hidden until a condition is satisfied. Useful for progressive disclosure of fields.	In a product change request, show linked testing reports only if the change is marked as "Major" in a PLM process.
Mandatory until condition met	The field is required by default but becomes optional once the condition is met.	Make linking a supplier record mandatory unless the item is marked “Internal” in supplier qualification.
Disable until condition met	The field is locked until a condition is true. Prevents accidental inputs.	In data migration tasks, disable linking a “Cleanup Task” record until preliminary review is completed.
Condition (Field + Qualifier)	Select a source field and qualifier (value) to define when the behavior applies. Multiple conditions can be combined using AND logic.	Use a picklist field like “Severity = High” to trigger mandatory linking of escalation tasks in quality events.
Behavior options (Hide / Show / Disable)	Explicit control over what happens when the condition is met: hide the field, show it, or disable it.	Show a “Linked Review Record” only when status = “Under Review” — supports stage-based PLM visibility.
Mandatory if not hidden	If the field is visible due to the condition, make it mandatory.	Ensures required audit linkages are captured when a checkbox “Audit Required” is selected in compliance processes.

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