How to Link an Existing Record as a Reference Record
Linking existing records in a data-driven application is a pivotal function, as important as adding new data.
In this article, we’ll outline the process of establishing links between existing records, which is a fundamental feature in many applications. As an example, we’ll use a CRM application and demonstrate this process with specific object relationships.
Scenario: Understanding Relationships in a CRM Application
Let’s take a CRM application with predefined relationships between various objects:
One-to-One Relationship: Between ‘Account‘ and ‘Lead‘, where each account is linked to a single lead.
One-to-Many Relationship: Between ‘Account‘ and ‘Contact‘, allowing one account to link to multiple contacts.
Scenario: Structuring Sales Order and Related Records
Consider a CRM system with a ‘Sales Order‘ object. We aim to associate ‘Order Items‘ and ‘Invoice‘ with each Sales Order.
In our setup, ‘Sales Order’ and ‘Order Items‘ share a one-to-many relationship, meaning each sales order can have multiple order items.
Conversely, ‘Sales Order‘ and ‘Invoice‘ are linked in a one-to-one relationship, where each Sales order corresponds to a single invoice.
Step-by-Step Guide to Linking Records
Accessing Record Details
Viewing the Account Record: Start by selecting an ‘Account‘ record to view its details.
Navigating to the Related Information: In the detailed view, related information is accessible under different tabs.
Linking a Lead Record (One-to-One Relationship)
Accessing the Lead Tab: Go to the ‘Lead‘ tab within the Account record’s detailed view.
Initiating the Linking Process: Click on the 
button at the end of the tab and select ‘Link.’
button at the end of the tab and select ‘Link.’
Selecting from the Record Table: The system will display a table of available Leads. Locate the desired Lead record.
Linking the Record: At the end of the chosen Lead record, click the button to link. Select ‘Link’ from the option provided.
button to link. Select ‘Link’ from the option provided.
Finalizing the Link: After clicking ‘Link’, the selected Lead is now associated with the Account.
Remember, you cannot link another Lead to this Account due to the one-to-one relationship.
Linking Contact Records (One-to-Many Relationship)
Linking Process: Like linking a Lead, click the button at the tab’s end and choose ‘Link.’
Choosing the Contact: From the displayed table, find and select the Contact record you wish to link.
Navigating to the Contact Tab: Select the ‘Contact‘ tab from the Account record’s view.
Establishing the Link: Click the link button at the end of the record. Once linked, this Contact is now associated with the Account.
Adding More Contacts: Due to the one-to-many relationship, you can repeat this process to link multiple Contacts to the same Account.
The ability to link existing records effectively streamlines data management and enhances the utility of your application, whether it’s a CRM system or any other type. Understanding and utilizing these linking processes ensures that your data remains well-organized, coherent, and easily navigable.
This guide should help you confidently manage and interlink your data, no matter the application or the complexity of relationships between your records.
