How do I get a change notification to trigger when the field that changes is actually a look-up from a parent record?

  • 0
  • 1
  • Question
  • Updated 3 years ago
  • Answered

Parent Record has a field called 'Priority'.  Priority is currently a lookup on the Child Record.  When Priority changes, I need a notification to go to the user listed on the Child Record.  I've tried adding a formula field to the child record that uses the value of priority, but that's not triggering the notification.  That's what was suggested to me by QuickBase support, but it's not working - and I've run out of ideas on how to trigger this notification.  Thanks in advance!

Photo of Devona

Devona

  • 20 Points

Posted 3 years ago

  • 0
  • 1
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,280 Points 50k badge 2x thumb
A notification will only fire based on change the record that just got changed, which in your case is the parent record.  The issue here is that the Parent record does not have a field for who to Notify.

Can you tell me how many children a Parent can have in practical terms in your app.  Is is just a few like maybe 5 or fewer?
Photo of Devona

Devona

  • 20 Points
No, it will likely always be more than 5; I would imagine 10 - 15 children per parent is likely, with the occasionally parent having 40 or 50 children.
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,280 Points 50k badge 2x thumb
Yikes, so you might want to fire off 40 - 50 emails to 40-50 Users?
Photo of Devona

Devona

  • 20 Points
Let me explain the use case - perhaps there's a better way to approach this :-)  The parent record is the Project, which has the Priority field.  The child record is a Project Task, which has Assigned Resource.  When Priority changes on the Project, all of the Assigned Resources need to be notified.  Most of our projects will likely have 10 - 15 project tasks, with the occasional project having 40 or 50 project tasks.  The Assigned Resource will likely be assigned to multiple project tasks - so while there likely would be 40 or 50 project tasks, there are likely only 25 or 30 unique Assigned Resources.
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 65,280 Points 50k badge 2x thumb
So there are no perfect native solutions for this challenge.
Somehow, each of the child records need to get updated in order to trigger a Notification.  So how to do that?

Option 1. The user triggers the Notifications by Grid Editing  a date or date/time field in Grid Edit. User will get a consolidated report of those changes via a single email with a link.

Option 2. The users click 20 buttons on say 20 child records to trigger the Notifications.  On each click the line would change color so you know which ones were clicked. User gets 1 Notification per Task they are assigned to.

Option 3. The user clicks a single button to run a script which will trigger the Notifications.  That would require one on one assistance from myself or another QuickBase Service Provider (QSP) to set up that script.  That would result in one Notification per Task, but just 1 button click.

Option 4. There is a setup I could to to trigger a single consolidated Notification of all changed records to each respective Assigned user.  It would like the grid edit, but the user would not need to go into Grid edit.

If there were a smaller number of child records, it would be possible to do a series of reverse relationships to float up all the Unique task owners to the Parent record and consolidate them into a UserList formula field.  But doing like 40 reverse relationships would get to be nuts and may affect the performance of your app, or sometime in the future not be supported by QuickBase to have that many "loops".