Look Up Question

posted on October 22, 2021

I have a question that I likely already know the answer to, but I am still here to find out.

I have a process with a two staff fields (Accountant & Grant Coordinator). Currently we are using a lookup rule to auto select the assigned staff members based on the grant chosen.

A request has come in to allow for, during the approval process, the staff member assigned to be changed to another staff member.

My understanding based off my testing is that I cannot use two different lookup rules to fill the same field . The example I tried was 1 rule to fill the field with all possible options and 1 rule that fills the field with the assigned staff member. Also, I am trying to avoid inputting all the staff members into a drop-down list as that would require me to manage this list and the departments do not always provide me with notice when they leave or new one arrive.

Is there another way to accomplish what I am wanting? I also have this same question in regards to templates in the repository.

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replied on October 22, 2021

Hi Lawrence, I'm assuming you are using an OnPrem system.

If you used Roles within Teams then you could make this work.

Instead of the Granters picking a User(by Name) it would pick a Role. That Role would be assigned to the User based on the Teams Role configuration.

When assigning the task, you would assign Team and then apply the Teams Filter option to assign the user from the Role chosen. Then if you wanted to assign the task to another user you can simply use the Built in Reassign feature in Forms Tasks to assign to another user.

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replied on October 25, 2021

Thank you Steve. This does not necessarily solve the issue. In addition to the actual assignment of the task the metadata on the form needs to be changed to match who is assigned as well. Is there a method that you know of that will allow me to use a role to fill a drop-down list? If so, this would work.

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replied on October 25, 2021

Hi Lawrence, it tasks a little work, but it is possible to setup a DB View that would display the Team, Role and Members so you could use that in a look up to populate a drop down.

Matthew Tingley had posted at the link below where he laid some out

https://answers.laserfiche.com/questions/184051/TeamRoleUser-Views-That-Can-Be-SetUp-on-LFForms-Database#184073

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replied on October 25, 2021

In any way possible I avoid putting names on a form for routing purposes. Unfortunately LF does not support Roles in Teams on Cloud which is making this more challenging to work around.

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replied on October 25, 2021

If you want to capture the user of task that it is assigned to automatically I use the following:

Add and HTML field Select the currentuser token, and make a Single Line field where we will transfer the value into

Set a CSS class of BPMUser on the HTML Field
Set a CSS class of BPMCrtUser on the Single Line field

Use this JS

$(document).ready(function() {
$('.BPMCrtUser input').val($('.BPMUser').text());
$('.BPMCrtUser input').trigger('change');
});

When the form is opened, the Single Line Field will be populated by whoever the form was opened by. This is different than use using the default value on the single line field as that only updates the first time. This will change to the users name who opens the form so basically it populates to whoever the form was assigned to when the form opens.

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