--- title: "Data Lookups (Smart Data)" slug: "data-lookups-smart-data" updated: 2026-07-30T09:47:12Z published: 2026-08-11T11:45:59Z canonical: "help.idibilling.com/data-lookups-smart-data" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.idibilling.com/llms.txt > Use this file to discover all available pages before exploring further. # Data Lookups (Smart Data) #### What is a Data Lookup By configuring Data Lookups, you can set up a Workflow to look up data points from other areas. For example, users can configure a Data Lookup to get data from an order attribute data and populate those values as extended data in a Workflow to be used in Conditionals and Actions. > [!NOTE] > Note > > Data look up options vary based on IDI platform versions. Workflow supports global Data Lookups which are installed with the application and cannot be modified. You can also create additional custom user-defined Data Lookups. #### Working with User-defined Lookups To access Data Lookups choose **CONFIGURE** > **Data Lookups** on the Main Menu. This opens the Configure Data Lookups page. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80385.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) From here you can add, edit, and delete custom Data Lookups. All existing Data Lookups are displayed by default. Global Data Lookups are indicated by a global icon: ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80682.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) Custom Data Lookups that you create and manage are marked with a ***person*** icon: ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80683.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) You can filter this list (limit the Data Lookups displayed) by entering a full or partial name and clicking **Search**. You can view the configuration for both global and custom Data Lookups by clicking the Name. The Configuration details are then displayed on the right side. For custom Data Lookups, the fields are open for editing. All existing Data Lookups are displayed by default. You can reduce this list by searching for Data Lookups by name (specific or general). Enter a text string in the Name field and click **SEARCH**. #### Creating a New Data Lookup To create a new Data Lookup: 1. Click the Create Data Lookup link. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80388.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) 2. Enter a Name and then select a Data Source from the drop down menu. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80685.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) Refer to IDI's Web API documentation (E-Support Resources > Developer Resouces for Data Source descriptions. 3. Use the Add Groups and Add Conditions links to add conditions to evaluate. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80691.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D) - Adding a Group adds a condition with the All/Any drop down menu. - Select **All** to have the rules evaluated as an "and" statement. - Select **Any** to have the conditions evaluated as an "or" statement. - Adding a condition adds the condition without the All/Any drop down. - The content of Data Item drop down menu depends on the selected Data Source. - You can enter a value now, or uncheck the check box to leave the value undefined to be filled in when the Workflow runs. #### Data Lookup Indicator Data defined by a data Lookup are indicated by a pencil icon in the Workflow. You can override the Data Look Up and refresh the data by clicking Recompute. The system will complete all Data Look ups again. > [!NOTE] > Note > > The system will automatically complete recompute before conditionals and actions. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80391.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A41%3A40Z&se=2026-11-14T11%3A41%3A40Z&sr=c&sp=r&sig=z8aCC%2BqMYIO5O6%2Bny%2FU%2FDPkj9g7EqjMZyvjQy4NJLZc%3D)