Differences Between Subform and Relationship Fields

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Subform and Relationship Fields

Scenario Example: Adding expense details to an expense report.

Relationship with the Main Worksheet (Expense Report)

• When used as subform data:

  Although an expense details subform contains multiple fields, the subform itself is still a field within the main worksheet. The relationship between the Expense Report worksheet and the subform is a containment relationship, rather than a relationship field association.

  If an expense report record is deleted, the corresponding subform data will also be deleted.

• When used as related records:

  The Expense Details worksheet and the Expense Report worksheet are connected through a relationship field. The relationship between the two worksheets can be removed, and the data in both worksheets can continue to exist independently.

Different Ways to Add Data

When creating an expense report, multiple expense detail records may need to be added.

• If expense details are stored as a subform field, users can add multiple rows directly on the expense report record page without opening another window.

• If expense details are stored as related records, users can add records in a similar way to a subform. In addition, records can also be added through card views or dropdown selections.

Converting Between Subform and Relationship Fields

From a usage perspective, there is no strict distinction between adding data through a subform and adding data through a relationship field. In many cases, both approaches can meet similar business requirements.

The following guidelines can help you choose the appropriate approach:

• 1. Use a subform when the data is derived from the main business object and does not have independent meaning.

  For example, expense details added to an expense report only make sense within that specific expense report. In this case, using a subform is more appropriate.

• 2. Use a relationship field when the data itself represents an independent business object that can exist separately.

  For example, a Company worksheet and a Contacts worksheet represent two different business objects. A contact can exist independently, so the relationship between them is not a strict containment relationship. In this case, you can connect them through a relationship field.

Even if you are unsure whether to use a subform or a relationship field, you can switch between the two approaches. The system supports converting a subform field into an independent worksheet or linking it to an existing worksheet through a relationship field, without affecting existing data.