Customize Record Picker to Filter Out Disabled Users

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  • Updated 11 months ago
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Hello. I am looking to customize the record picker to filter out Disabled Users. I have created a custom formula field to do this, but it is still returning all users. Here is the formula I'm using.

If([Active/Disable]="Active",[User Full Name] ,null)

I have also attached a screen shot of the record picker results. Any advice would be greatly appreciated.
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Staci

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Posted 7 years ago

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keirab

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To filter out the Disabled Users from your record picker, you don't actually need the formula field that you created. You should create a Report in the Users table that has the columns you want to show in your Active Users record picker AND is filtered to only show "Active" users. Typically I hide this report from all roles and call it something like "Record Picker (xxx) where xxx is the name of the Details table. Assuming that you are using the record picker from a single-record Form in a details table, you should modify the Form Element to configure it to use the Report you just created (on the form, select "Customize this Form", then click on the Form Element, configure it on the right). If you also need this new record picker for Grid Edit, that is a more complicated answer... write back if you need that too...

Hope that helps,
Keira
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Staci

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Thank you!!!
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MGerrity

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Hi Kiera - saw your response above.  I'd like to get your more complicated answer for using a filtered record picker within a grid edit report (that is embedded and editable within a parent record).  Thanks.
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Stanley

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Did we get the instructions for the grid edit solution?  I am also interested.  Thank you!
Stanley, Does Mark answer make sense to you? or still, need any clarification.
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Stanley

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Whew!  I got it working MOSTLY, so thank you.  I have the grid edit using the form and therefore using the right record picker.  What doesn't work is when I choose a related parent in the grid edit, the lookup fields are not populating while in Grid Edit, only after I save.  before this, it used to work.  Thoughts?
Not sure what to suggest .... maybe post a new post on this forum.
Stanley, try to click on the 'Apply Changes' button after choosing a related parent in the grid edit then, you will be able to see the lookup fields.
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Kate Theriault

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I still don't understand this fully. I have a grid edit for a Cycle that is a many to many with Recipes. When selecting Recipes from a Cycle, I only want "Build" recipes to show up, not all the recipes. However, the record picker shows all 2,000 lower level recipes as well.

I have a report in the Recipes table that filters the top level recipes. And if I embed Recipes in the Cycle Recipe table (the table that connects the many to many), I can select that report and it will filter the Recipes in the form view.

However, I cannot figure out how to make my grid edit, where a user can add as many Cycle Recipes as they want to Cycles. That Recipe field still shows all 2k recipes. How can I select that report for the many-to-many relationship? 

Edit: Nevermind, I got it, thanks so much! I didn't understand you had to change the Grid Edit section to the new form. 
(Edited)