Automatically selecting a user in the Relationship Field

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11 comments

  • Bethany Anderson

    This would be a great product enhancement as I've been looking to do this as well.  We are new to the system and trying to track technical assistance for our members.  The person creating the TA entry would be the owner so having that one less field to fill out would be great.  We would actually be able to use this type of functionality in probably about 70% of all of the apps we are trying to build out.

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  • Rainer Grabowski

    Hi Bethany, hi Ben,

    this is an easy Job with Globilfow * (but nothing you can achieve with a calculation field).You need an Employee/Staff-App (to which to relationship field points) and a simple flow:

    When new item created
    Search for the Creator in the Employee/Staff-App
    add the found Employee/Staff-Item to the relationship field

    Rainer
    rg@delos-consulting.com

    *Globiflow is only available for Podio Premium Accounts, it's included w/o extra costs. 

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  • Bethany Anderson

    Rainer,

    I'm afraid I got lost on "search for the creator" part.  I don't see how to do that within a workflow action.  Can you provide some more detail?

    Thanks,
    Bethany

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  • Rainer Grabowski

    You can Search For only on single text fields or calculation fields. Means: If in your staff app the field with the name is a single line text field - you can use it. If it is a contact field field, you need an additional calculation field (which can be always hidden). In the calc field enter: @your contact field.toString() - now it shows the name. 

    Then in Globiflow create a flow like this one:

    Rainer
    rg@delos-consulting.com

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  • Bethany Anderson

    Thanks for the screen shot, that was super helpful!  I was able to get it to work.  One other question, will the email notifications still work since the employee was chosen from the employee app instead of the employee network?

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  • Rainer Grabowski

    No, they won't. A notification will be sent if someone is in a contact/member field or if this person interacted with the item. But there are some workarounds. For example: If in the employee app is a contact field (what I highly recommend) you can assign a task to the person you added in the field Owner, you can send a chat msg or an email (for email a contact field isn't necessary, but a field which holds the email address.

    Just enhance your flow. Add the action "assign a task", select at the bottom of the dropdown (Ref.) Employee and enter title, due date and description.

    Same if you want to send a msg. Add the action "send message" and select (Ref) Employee. It works very similar with the Send-Email-Action.

    Rainer

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  • Alberto Benetti

    Hi Rainer,

    I'm following your steps but I don't understand why I cannot make it work. I think the problem is in the field token that does not show me the fields in the Timer's App, isn't it? (timer's app has just two fields: text field "timer's name" + date field "today")

    thank you,

     

    Alberto

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  • Rainer Grabowski

    Hi Alberto,

    instead of using a token you can simply enter the same text you've entered in the field "Timer Name".

    Rainer

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  • Alberto Benetti

    Hi Reiner,

    I tried to simply enter the text both "Today's date" and Today's date in the search for item's field. Then I called the Update items action, used the "calc" and selecting the "Ref(TIMER) today", "Ref(TIMER) today(start)" or end it does not work still.

    Here's the logs:

    2020-04-06 18:14:11 : 1386372091 : ---------- Triggered Flow on item.create
    2020-04-06 18:14:11 : 1386372091 : Performing searchApp
    2020-04-06 18:14:11 : 1386372091 : Search Warning: no results for "Today's date"
    2020-04-06 18:14:11 : 1386372091 : Performing updateItem
    2020-04-06 18:14:12 : 1386372091 : Completed Flow

    It seems that the problem is the Search for items filter...

    Thank you

     

    A.

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  • Rainer Grabowski

    Hi Alberto,

    the Search doesn't like the apostroph in Today's - rename the title to Current Date or Date Today but don't use any special character like the apostroph '. 

    Rainer

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  • Nathan Laughton

    Just chiming in too because I ran into the same issue making the same Today/timer app reference you're making. First off, thank you Rainer for everything - you seem to be everywhere at once dispensing sage advice to strangers. Cheers! I tried the above and was getting a strange error that the referenced item did not exist. Under the update tab, I changed it from "Calc" to "Value" and was then able to select the referenced item from the step above and that worked!

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