How to assign Employee Roles or Responsibilities in automations rather than user email accounts

GVVK

Good day,

I have been trying to work out how to assign a role or function rather than an email account to an assign people action.

There is a master Responsibility Directory where I have the Function and a contact type column for users. I would like to be able to utilize this sheet for all other project sheets in order to assign users based on their responsibilities. This would make it easy to update all solutions should an employee resign for example. I would only need to update the Responsibility Directory and all solution sheets would be updated including their automations.

Please advise on how this can be set up?

Formula columns can not be used in change cell actions and the assign people action will only take email accounts and not a contact list column. Quite stuck on this one.

Thanks

Michelle Choate 2

@GVVK - I have this exact setup in my Project Plans. So I have a master list of all people, their contact info, and their role/responsibilities in my master contact list. Then in the project plan, I select their roles/responsibilities from a dropdown (I have dropdowns in both sheets to make sure they are always exact matches).

Then I use an INDEX/MATCH formula to return their contact information into a contact column. That way, if a person changes roles, and I slot someone new into the old role, it will automatically update across all of my project plans.

Does this make sense? Happy to show you my equations if you need :) Just let me know!