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Update User List field using actions or automations

  • 1.  Update User List field using actions or automations

    Bronze
    Contributor
    Posted 06-15-2018 18:13
    I am trying to update a user list field using an automation, but all I am able to do is override the whole list with a single user. Is there a way to do this? Maybe a workaround I could use?

    Thanks


  • 2.  RE: Update User List field using actions or automations

    Posted 06-15-2018 18:17
    if you are trying to add an additional user to the user list, you could make a formula which calculates to the new result that you want and write it into the field.

    ToUserList([My Userlist field], ToUserlist([my additional user field]))


  • 3.  RE: Update User List field using actions or automations

    Bronze
    Contributor
    Posted 06-15-2018 18:23
    Wouldn't that only work with some set number of users? My workflow here is that whenever a record is modified in a certain way, I want the record owner of that record to be added to the user list. 


  • 4.  RE: Update User List field using actions or automations

    Posted 06-15-2018 18:26
    The Limit appears to be 10 users.
    https://login.quickbase.com/db/6ewwzuuj?a=dr&r=fx&rl=dy6">https://login.quickbase.com/db/6ewwzuuj?a=dr&r=fx&rl=dy6">https://login.quickbase.com/db/6ewwzuuj?a=dr&r=fx&rl=dy6

    But it is smart enough not to duplicate users.  Do you need the result to be a List User field type?  Or can it be simple text?


  • 5.  RE: Update User List field using actions or automations

    Bronze
    Contributor
    Posted 06-15-2018 18:29
    I do think it needs to be a user list type. The field is primarily used in an automatic notification I have set up that emails each user in the list. 


  • 6.  RE: Update User List field using actions or automations

    Posted 06-15-2018 18:47
    You would need to make a formula which would detect if a semi colon delimited string of email addresses contains the email address of [Last Modified by], and if not then add it to the list.

    Then you would need to have say 20 or so fields to parse out all those email addresses so you could use them in a notification.  A Notification would need to have separate fields.


  • 7.  RE: Update User List field using actions or automations

    Bronze
    Contributor
    Posted 06-15-2018 18:52
    So bypass the user list function altogether? I guess that could work. But then how do I automatically trigger that formula? I suppose it could be a button or something if need be. 


  • 8.  RE: Update User List field using actions or automations

    Posted 06-15-2018 18:56
    I have not thought through the whole formula, but the function User() is the current user and hence UserToEmail(User()) will be who will be the [Last Modified by] when the record is saved.


  • 9.  RE: Update User List field using actions or automations

    Bronze
    Contributor
    Posted 06-15-2018 18:58
    Ok. I'll see what I can do with these ideas. Thanks for all your help, I really appreciate it. 


  • 10.  RE: Update User List field using actions or automations

    Posted 05-29-2019 18:58
    I had a similar problem and solved it with automations.

    Say you have a list-user field and it has a couple of names in it and you wish to add another name to the existing list-users.

    You can use an automation and when the triggering event happens, an automation fires to edit the record (in this example the record I'm on where Record ID# is equal to Record ID#).  It edits the List-User field with the value of itself concatenated with the new email address.

    See below.



    You can also use an automation to set the default values of a List-User field as well.

    I.e., when the record is created edit the record where the Record ID# is equal to the value of the Record ID# (itself) and

    target the List Users field with "Type a value" and put the email addresses chained together with a semicolon.  Like this:

    ">https://d2r1vs3d9006ap.cloudfront.net/s3_images/1791175/RackMultipart20190529-11002-1uqcbdr-2019-05-29_14-54-41_inline.png?1559156389">