Forum Discussion

Qrew Trainee

4 years ago

Send reminder based on multi-select text field of users

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?

------------------------------
Colleen Burch
------------------------------

NotificationsEmail

Tables and fields

5 Replies

MarkShnier__You
Qrew Legend
4 years ago
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Can you clarify the question? You say that the Projects record has a multi select field for the Users > is this a data entry field? If so what is the field type? Is it a list user field type?

But then you also say that you have a child table of Resource Assignments to the project. 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 Provider
Your Quick Base Coach
http://QuickBaseCoach.com
mark.shnier@gmail.com
------------------------------
- ColleenBurch
  Qrew Trainee
  4 years ago
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  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?
  
  ------------------------------
  Colleen Burch
  ------------------------------
  - MarkShnier__You
    Qrew Legend
    4 years ago
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    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]
    
    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------

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users","id":"message:30212","revisionNum":1,"repliesCount":5,"author":{"__ref":"User:user:10068"},"depth":0,"hasGivenKudo":false,"board":{"__ref":"Forum:board:quickbase-discussions"},"conversation":{"__ref":"Conversation:conversation:30212"},"readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:30212"},"body":"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?

------------------------------
Colleen Burch
------------------------------
","body@stringLength":"698","rawBody":"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?

------------------------------
Colleen Burch
------------------------------
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Send reminder based on multi-select text field of users","moderationData":{"__ref":"ModerationData:moderation_data:30213"},"body":"Can you clarify the question? You say that the Projects record has a multi select field for the Users > is this a data entry field? If so what is the field type? Is it a list user field type?

But then you also say that you have a child table of Resource Assignments to the project. 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 Provider
Your Quick Base Coach
http://QuickBaseCoach.com
mark.shnier@gmail.com
------------------------------
","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"221","kudosSumWeight":0,"postTime":"2021-08-04T17:56:00.000-07:00","lastPublishTime":"2021-08-04T17:56:00.000-07:00","metrics":{"__typename":"MessageMetrics","views":3},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:connect/community:kqufx49752board:quickbase-discussions/message:30212/message:30213","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuMnwyLjF8b3wzfDE0OjAsMzk6MXwx","node":{"__ref":"ForumReplyMessage:message:30214"}}]},"customFields":[],"editFrozen":false,"body@stringLength":"766","rawBody":"Can you clarify the question? You say that the Projects record has a multi select field for the Users > is this a data entry field? If so what is the field type? Is it a list user field type?

But then you also say that you have a child table of Resource Assignments to the project. 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 Provider
Your Quick Base Coach
http://QuickBaseCoach.com
mark.shnier@gmail.com
------------------------------
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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?

------------------------------
Colleen Burch
------------------------------
","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"208","kudosSumWeight":0,"postTime":"2021-08-05T05:38:00.000-07:00","lastPublishTime":"2021-08-05T05:38:00.000-07:00","metrics":{"__typename":"MessageMetrics","views":3},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:connect/community:kqufx49752board:quickbase-discussions/message:30212/message:30214","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuMnwyLjF8b3wxfDE0OjAsMzk6MXwx","node":{"__ref":"ForumReplyMessage:message:30215"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"editFrozen":false,"body@stringLength":"694","rawBody":"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?

------------------------------
Colleen Burch
------------------------------
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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]

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

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