---
title: "Reference records in data entry workflow templates"
slug: "reference-records-in-data-entry-workflow-templates"
description: "Learn how to effectively use reference records in data entry workflows, ensuring proper linking and lookups for seamless data management in D365 F&SCM."
tags: ["Concept", "Data Entry Wokflow", "DEW"]
updated: 2026-07-08T07:54:22Z
published: 2026-07-08T07:54:22Z
canonical: "docs.staedean.com/reference-records-in-data-entry-workflow-templates"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reference records in data entry workflow templates

### Why use a reference record?

A table can have a field with a record reference (RecId) from another table. Such a field is called a reference field. Usually, a reference field has a built-in relation to the related reference record. You can use reference fields with a built-in relation directly in a data entry workflow template. However, sometimes, due to the applicable extended data type setup, you cannot use a reference field directly in a data entry workflow template. In this case, the reference field does not show or lookup data from the reference record.

If the reference field is required on a data entry workflow template, you must manually add a reference record to the workflow document and link it to the associated table field.

### Example

On a data entry workflow, selection of the location address purpose is required. For this, a reference field is required with a lookup that shows all available purposes defined in D365 F&SCM.

However, the Address purpose field is set up in such a ways that you cannot show it on a data entry workflow task. You can use a reference record to get the required field with a lookup to the purposes.

![](https://cdn.document360.io/da662430-6a41-47b1-8c7e-7e4ac37a9756/Images/Documentation/image(7).png)

### Reference record

On the workflow document, manually add a record:

- **Record**: Enter a meaningful name.
- **Record table**: Select the applicable record table. Which table is required depends on your scenario.
- **Reference record**: Set to **Yes**.

Select these required fields from the record table:

- Mandatory fields: Used to identify the record.
- RecID: Used to set the parent record for the associated table.

Make sure the reference record is positioned above the associated table record.![](https://cdn.document360.io/da662430-6a41-47b1-8c7e-7e4ac37a9756/Images/Documentation/image(8).png)

### Associated table record

On the workflow document, on the associated table record, for the applicable field, define the parent field. The parent field must be the **RecId** field of the reference record. Do not define a default value for this field.

![](https://cdn.document360.io/da662430-6a41-47b1-8c7e-7e4ac37a9756/Images/Documentation/image(9).png)

### Step

On the data entry workflow template, on the desired data entry step or approval step, add the applicable field of the reference record.

![](https://cdn.document360.io/da662430-6a41-47b1-8c7e-7e4ac37a9756/Images/Documentation/image(10).png)

### Data entry workflow task

As a result, on the data entry workflow task, you can select the desired value from a lookup.

![](https://cdn.document360.io/da662430-6a41-47b1-8c7e-7e4ac37a9756/Images/Documentation/image(11).png)

## Related

- [Edit workflow document](/edit-workflow-document.md)