Is it possible to create a custom distribution list for a Reminder that includes QB Users, non-users and the QB fixed users in Reminders (ie. Sales Rep, etc.)?

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Specifically looking for an example of how to add each (QB User, Non-QB User and Fixed QB Users) in the new field.

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Mark

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Posted 3 years ago

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Only QuickBase Notifications may be configured to go to non users.  Subscriptions and Reminders which run overnight only can go to Users.  The only work around to that would be to set up a fake user which is a distribution list on your own email system and fire the Reminder to that "user", but that will end up being a fixed distribution list which would not be able to be varied according to the data on the record, such as sales rep.
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Mark

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Mark - I was able to find the following response:

https://quickbase-community.intuit.com/questions/179028-email-reminders-to-multiple-users

It suggests that by creating a 'formula list user' field with the following formula:

 ToUserList(ToUser("user1.ab@whatever.com"),ToUser("user2.xy@whatever.com"))

If this works for a reminder (which it looks like it might) how do I specify the 'Sales Rep' for the Opportunity in this formula (if possible)?  The reminder needs to go to a set list of QB users along with the Sales Rep.

Thanks,

Mark
OK, so you are now dropping the requirement to go to non users.  That now makes the question have an answer.

The drop down choices for who to "Reminder"  will be a list of all your User fields plus all your List User fields.

My suggestion is to not hard code the specific set of users into a formula unless you know the recipients are immortal and also will never leave the company.

I would add a new table with just 1 record in it and one field being a list user field.  Enter your standard set of recipients into that 1 record in that 1 field.  The record ID will be Record ID #1.

Then in your details table make a formula numeric field with a formula of 1.
Then make a relationship using that formula field as the reference field on the right side of the relationship to bring down that userlist as a lookup.

Then to combine that with a User field it would be

ToUserList([my lookup User List field, ToUserList([sales rep]))

The help for the ToUserList is here https://www.quickbase.com/db/6ewwzuuj?a=q&qid=-3224792

The trick is that you can list together User fields or list together List user fields, but you cannot mix them. Hence the need to convert the [sales rep] field which is a user field into a ListUser field before combining it with the listuser field lookup of the standard set of users.

Now, if you just wanted to hard code it and not do the extra table and lookup, then you would just do

ToUserList(
ToUser("user1.ab@whatever.com"),
ToUser("user2.xy@whatever.com"),
[sales rep])
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Mark

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Thanks Mark!  One clarification - You indicated:

*****
Then to combine that with a User field it would be
ToUserList([my lookup User List field, ToUserList([sales rep]))
******

Where would this formula be placed?  I understand adding the new table with the List User Field with a single record that contains the users in question.  The numeric field with a formula of 1 would go in the Opportunity (i.e.. details?) table (not sure it that is correct).  Just not sure where the ToUserList formula goes.

Mark
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Mira Shnier

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Right. The field needs to go on the Opportunities detail table. And Yes the field with the 1 as a formula also needs to go on the details table so it can be used to build the Rekatiinship to lookup that list user field of standard Users.
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Mira Shnier

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Sorry, I have a pesky userid problem on my ipad and my identity changes.  It's still me and not my wife.