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Using teams or groups to create a dropdown


Level 5
Is it possible to pull in a team or group of people to create a custom field on a form? Jazmin Allen-Collins Analog Devices, Inc.
4 Replies


Level 10
Hi Jazmin, If you're asking whether a custom dropdown can automatically "draw" from a particular (filtered) set of live users, although that is an excellent, often requested idea, and (I believe) on the road map, it's not yet available. In the meantime, a clever-but-manual trick that Matt M from Workfront shared with me is to create a drop down of The Right Users, showing their name as the label, but their GUID as the value, which opens the door do doing some interesting automatic filtering where the data with such a drop down is restricted on $$USER.ID, etc. Regards, Doug Doug Den Hoed - AtAppStore Got Skills? Lend a hand!


Level 10
How would you tell WF that the GUID you'd entered as a choice value was for a user object? Jamie Hill JLL


Level 10
Hi Jamie and Adina, Fair comment. In hindsight, I that $$USER.ID teaser was a bit vague. To elaborate... In our Workfront-based "">ESP for Oil & Gas offering, each Project (e.g. Oil Well 123, Gas Well ABC) has a number of key resources who are responsible to different aspects of the many complex activities that cross various disciplines in that industry. Think " multiple project owners". Early in the game, at the "Prospect" (aka Issue/Request, under the hood) stage, our clients organize their work across those departments using varying criteria. For example, the Surface Land Acquisition teams do so geographically, the Geologists by Type Of Formation (e.g. the age and style of the underground rock), the Mineral Land team by Juristiction (e.g. Alberta vs Montana vs Texas, etc.). So, long before the Prospect is converted to a Project (with a suitable Template, of course, let alone Tasks or Assignments), it's proven helpful to create Custom Parameter drop downs for Surface Owner, Geologist, Mineral Owner, etc. so that Prospects can be easily filtered, grouped, matricized (I just invented that word), and charted by these various "owners", as the contextual situation warrants. Here's where that GUID thing comes in. By (manually) populating the drop down of Geologists with "Amanda King" in the visible label, and her GUID (e.g. 176519ag28916198c135, which we can look up using a User Report that shows the ID), we can create reports that "know" what Amanda would be interested in when she logs in: namely, the "My Geology Prospects" report has a filter of "Geologist equals $$USER.ID". Because Workfront is aware of the logged in user's ID, it connects that number (when Amanda is logged in) with only the Projects whose Geologist drop down matches. And when Amanda's fellow Geologist Patrick Ng logs in, Workfront detects his $$USER.ID, and restricts My Geology Prospects to only those that match his ID. Rinse and repeat for the other discipline's drop downs and create "My..." report for each of them (typically tailoring the View to suit the custom data that they care about), and suddenly you have a very powerful workflow that ANYONE with rights to change custom data can easily change as priorities shift and SysAdmin/Group Admin/training required. For those interested in a picture to go along with this, I've included a Golden Oldie from 2009, which I presented at the very first AtTask User Conference, noting for those joining in more recently that: "AtTask" is now "Workfront" "User Conference" is now "LEAP" "Lumina" is now "AtAppStore" (and I'll give you three guesses as to why we chose that name, at the time) Regards, Doug""> Doug Den Hoed - AtAppStore Got Skills? Lend a hand!