While refreshing the list, check if any existing values are not removed?

They're not removed from the lookup list, however i have a flag to mark them active or inactive. So that only active items show in the lookup drop down.  I would have hoped that by leaving them in the list would have been enough. However as they go inactive, they disappear out of the forms while staying in the list. 

Yes, then it is better to remove the flag dependency and provide all the items to show in the lookup drop down.

of course! but that does not suit my requirements. Basically the lookup is working 'as designed' by the sounds of it. 

Can you please share the details of how the list data is refreshed and also the usage of IsActive field implementation? 

you can show and hide controls based on the requirement or just use a text box to display the data

Hi Joanne,

I had to do something similar to your requirements.

To achieve this, I've duplicated the control :

- the first one used in the new form (based on a conditional visiblity) and set with the filters

- the second one in the other forms (based on a conditional visiblity) with no filter but set always on "Display" mode (in the advanced section of the control).

Hope it helps