External lookup does not provide all results

[LukaszMatyszewski]

Hi All,

I’m new to using the external lookup field and experimenting with it. I created a lookup field that returns project names from a specific portfolio, but I noticed that some projects are missing when I try to type their names in the preview or the end form. Can anyone help me identify the issue?

Field settings are:

Base API URL ​

$$HOST/attask/api/v15.0/project/search?portfolioID=67263a2000d72af45a6ce21e558c51f8

HTTP Method

Get

JSON Path ​

$.data[*].name

Also, is it possible to narrow down the return list by a condition e.g: status, custom field value?

Thanks!

[Ross_Barton · Accepted solution]

Hi,

How many projects with this porfolio exist? You may be reaching the query limit. From my understanding, the default is 100 and max is 2,000.

You can define this with the query filter $$LIMIT, for example:

$$HOST/attask/api/v15.0/project/search?portfolioID=67263a2000d72af45a6ce21e558c51f8&$$LIMIT=1000

You can also narrow the list using status=CUR, etc.

Here are some resources that you might find helpful:

• Examples of the External lookup field in a custom form
• Considering Query Limits (section on the API basics page)
• Workfront API Explorer (to lookup field definitions to use in your searches)

We've recently added External Lookups to our forms; they are a game changer! Good luck!

[LukaszMatyszewski]

Thanks Ross,

Good point, but the portfolio I'm referencing has 262 projects, and for some reason I could not find one of them in the result.