Send reminder based on multi-select text field of users

Question

I have a project tracking app that has a projects table with a 1:many relationship to a resources table (1 project can have many resources). The resource name is a user field. There is a multi-select field in the projects table to capture the resource names.

I would like to send a reminder to the users in the multi-select field (from the projects table) that triggers when a status report is due.

How do I convert the multi select field of users to show as a recipient in the 'Remind Whom' field of the Reminder, and thus send the emails to each of the users?

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Colleen Burch
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markshnier__you · Answer

Can you clarify the question?&nbsp; You say that the Projects record has a multi select field for the Users &gt; is this a data entry field?&nbsp; If so what is the field type?&nbsp; Is it a list user field type?But then you also say that you have a child table of Resource Assignments to the project.&nbsp; Are those in fact the users that you want to notify?I am confused by the two possible sources of users to notify.------------------------------Mark Shnier (YQC)Quick Base Solution ProviderYour Quick Base Coachhttp://QuickBaseCoach.commark.shnier@gmail.com------------------------------

colleenburch · Answer

The resources table has "Resource Name" user field (user entry). I also created the field "Resource Name (ToText)" based on the Resource Name field so that I could roll up the names into a combined text field in the projects table. Therefore, the projects table has a field "Project Owners" that is a multi select text summary (combined text)...this is not a user entry field.

Since reminders require a user field, and my "Project Owners" field is a combined text field, how can I set up a reminder in the projects table based on the users in the Project Owners field?

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Colleen Burch
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markshnier__you · Answer

OK now I understand the question. I think the most straightforward way to do this will be to create a field on the trial table for resources called [Resource Userid in Text format].

Then roll that up in a combined summary field called [Combined Text Resource Userids]

Then make a field called [Resource Userid 1] with a formula of

ToUser(Trim(Part([Combined Text Resource Userids],1,";")))

The duplicate that around 10 times or as many resources as you might possible have.

Then in the Notify Who box put in the field names listed vertically.

[Resource Userid 1]
[Resource Userid 2]
[Resource Userid 3]
.....
[Resource Userid 10]

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Mark Shnier (YQC)
Quick Base Solution Provider
Your Quick Base Coach
http://QuickBaseCoach.com
mark.shnier@gmail.com
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colleenburch · Answer

Thank you Mark for this approach.&nbsp; How do I find the Userid for a User?Colleen------------------------------Colleen Burch------------------------------

markshnier__you · Answer

Typically, you would have a table of "Team Members" or "Employees" or "Resources" -what ever you call them.Then the typically setup would be that One Project has many Resource Assignments and One Resources is used in Many Resource Assignments.&nbsp; So the table that you now call Resources is more typically called Resource Assignments and it would pull down the employee name and their userid from the Resources or Team Members table.&nbsp;&nbsp;------------------------------Mark Shnier (YQC)Quick Base Solution ProviderYour Quick Base Coachhttp://QuickBaseCoach.commark.shnier@gmail.com------------------------------

Forum Discussion

Send reminder based on multi-select text field of users

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