This is a bigger topic and doesn't really have a good, quick fix, but is well worth reviewing a really good long term solution.  I don't know all the answers, and I hope the professionals will speak more on this here, but the solution I ended up with was a hidden SQL database with a tool to access it outside of the MS SQL Server.  The database is a list of all Job Descriptions.  I add in or remove employee names as they come and go, and my Forms and Workflow tools are all programmed to look for the Job Description to find the name, email, etc. these tools need to send emails or assign tasks.  Here is a peak at the columns I have set up.  The last column is the format that LF Forms needs to assign tasks to the specific jobs some of the forms processes are set up for.  On some of the forms, there is a drop-down pick-list of employee names and the form is programmed to look for that name in the "Display Name" of this table and to bring back the FLAGSTAFF\nname to use for assigning the next task.  It is working perfectly.  If you choose this option, make sure you leave room for another column.  I have wished this had been built for me with another column for options I could program forms for (like, for their Supervisor' name).