Dynamic Reminder: Recipients Based on Field Value

Question

I’m setting up a 60-day reminder in Quickbase with additional conditions, but I need the email recipients to vary depending on the value in the “Short Title” field. For example:

• If “Short Title” = HYHOPE → users A, B, and C should receive the reminder
• If “Short Title” = RTOG 920 → users B, D, and F should receive the reminder

There are many possible “Short Title” values, so creating a separate reminder for each one isn’t realistic or maintainable. Is there a way to dynamically assign reminder recipients based on field values like this without building a separate reminder for each case? (see screenshot).

I’m worried this may require using Pipelines. I’ve tried Pipelines before for other things and haven’t been able to get them to work reliably or accurately, so I’m hoping there might be a simpler or native approach within reminders or formulas before going down that route.

Or, if Pipelines is the best option here, I’d really appreciate a step-by-step example of how to build it for this use case.

Thank you!

MarkShnierYou · Accepted Answer

OK sure. Those Formula List User fields are tricky.

The help text is here

https://login.quickbase.com/nav/app/9kaw8phg/table/6ewwzuuj/action/dr?rid=182&rl=fj

So assuming that your existing users to be notified are in fact User fields then it would be

Case("Short Title",

"HYHOPE", ToUserList([user field A],[user field B], [user field C]),

"RTOG 920", ToUserList([user field A],[user field B], [user field C]),

etc

"xxxxx" ToUserList([user field D],[user field E], [user field F]))

But even if that works, it's actually a terrible solution because every time a short title changes you need to change the formula.

Is there any possibility that the short title can come off a table lookup?. That would be ideal then you could choose the short title and the short titles Table would have a List User field, where you would maintain the users to be notified for each different Short Title. That way you don't need programming to make a change, somewhat just updates table values.

MarkShnierYou · Answer

I think this one is super easy. Just make a formula list user field type called [Remind whom], which calculates the Reminder recipients.

Then, when you go to configure the Remind Whom Reminder set up, the drop-down will include the new field that you just created way down at the bottom of the list.

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