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ColleenBurch's avatar
ColleenBurch
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-selec...
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MarkShnier__You's avatar
MarkShnier__You
Icon for Qrew Legend rankQrew Legend
4 years ago
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.

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Mark Shnier (YQC)
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mark.shnier@gmail.com
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ColleenBurch's avatar
ColleenBurch
Qrew Trainee
4 years ago
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's avatar
    MarkShnier__You
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    4 years ago
    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's avatar
      ColleenBurch
      Qrew Trainee
      4 years ago
      Thank you Mark for this approach.  How do I find the Userid for a User?
      Colleen

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      Colleen Burch
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      • MarkShnier__You's avatar
        MarkShnier__You
        Icon for Qrew Legend rankQrew Legend
        4 years ago
        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.  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.

          


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