Creating a list based on another field

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I have been trying to achieve this for years and we’ve done a few things to work around the issue. I have a team of people I want to dedicate to a project. I then want only that list of people to be selected within the tasks.

I created a List-User field then created another field converting the list user to text. This gives me all the people selected on one line separated by semicolons. When I then go to create a multi select field based off the text field I only get one checkbox with all the people selected from the List-User field on one line. I feel like I’m so close. Is there a way to convert the text field into a list? Would the multi select field pick that up?

I really wish this would be a part of one of the updates. It seems like something pretty basic for a project management app.

We’ve tried the team member table connected to the project table. I found this very clunky. It had its flaw were you could add the same person as many times as you wanted to a project.

At the moment we have about 9 different List-User fields labeled Project Manager, Designer 1, Designer 2, Website, etc. then on the task have a multi select list with all those roles. This works for us right now, but I also find this to be very clunky.

Any help?

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Kerry-Ann

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Posted 1 year ago

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Matthew Neil

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Are your "tasks" relatively consistent?

Or at least would you be able to assign each of the tasks to a 'Project Manager' or 'Designer 1', etc? i.e. the "role"
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Kerry-Ann

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Do you mean if Project Manager is always listed as project manager on specific tasks?
If so, no, they aren’t consistent.
Project Managers can sometimes play the role of Writer and Writer can also play the role of Project Manager.
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Matthew Neil

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That's unfortunate (from a program perspective).

I think you're best bet is to handle this via a "Project Assignments" table and then connect the tasks to the assignments.  Thus creating your conditional user dropdown you need.

I know you found that clunky, but if you set it up the right way, it can be vary clean and easy to use.

**Native user list fields cannot be filtered dynamically.
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Kerry-Ann

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Thanks Matthew.

Yea, we didn't like this entry method due to the fact that you could add "Resources" in the Project Assignment as many times as you wanted. The data at the end of the day wasn't accurate. When you look to see how many projects X worked on for the month, that number would be completely off because she may have been entered in multiple times. Not to mention the additional headache of having to clean up child records when parent records were deleted.