IF THEN function to capture current users

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Hi,

I'm using Dynamic View to have a few different groups of stakeholders review and approve/reject an asset. Each view could have 3-8 users with access to the view. For example, the art team has 7 users to their view and the legal team has 3.

Is there a way to set up an IF THEN formula to capture when the current user makes a decision on the asset. If John Doe from Art chooses to approve the asset, I want to record that he was the one that made the decision instead of anyone else on the team.

I would need to create several IF THEN statements for each group, so there will be multiple approvers for each asset.

Thank you in advance,

Glenn

Answers

  • Julio S.
    Julio S. Moderator
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    Hi @Glenn Ige,

    It sounds like you'd like to record the name of the user who last made changes to a particular row through Dynamic View. If this is the case, you may want to include a Modified By System Column in the source sheet. Note that this information will update with any new changes made to the row by any other user. To keep track of all changes made to a specific cell, you may alternatively consult the Cell History in your source sheet.

    If you would need further advise, please include captures of your Dynamic View configuration and the source sheet (making sure that any sensitive information is hidden).

    I hope this can be of help.

    Cheers!

    Julio

  • Glenn Ige
    Options

    Hi @Julio S.

    I'm trying to capture the name of the user in a specific column and row. For example, the PR team and the Legal team have their own Dynamic View. There are multiple contacts on each team that has access to their respective views. For example, If PR makes an Approval Decision in Dynamic view, this is captured in the PR Review field on the source sheet and the name of the reviewer in another column (not shown in my example). I have five different groups of stakeholders, who each have access to their own group's Dynamic View.

    Thanks,

    Glenn


  • Julio S.
    Julio S. Moderator
    edited 04/06/22
    Options

    Hi @Glenn Ige,

    Thanks for the captures. If it already exists in your source sheet, you may include the specific field ("Approver" in my example below) to the "Details panel" in the specific View configuration and even make it a required field or add a description with instructions for the approver to fill this information in. If it doesn't, you will need to create it in the source and add it to all relevant Dynamic Views. You may even select the "Current User" who is making the update as the pre-defined value and make it a hidden value. This way the approver's name would be auto populated without the involvement of the specific user:

    Dynamic View Configuration:









    Approver view perspective:











    I hope this can help.

    Cheers!

    Julio

  • Glenn Ige
    Options

    Hi @Julio S.

    I like this suggestion. However, I've run into a new issue. When I create this approver field, it doesn't have a dropdown to select "Current User" (or any user for that matter). If I click on it, it is blank. On the source sheet, the column is set as "Contact List" and I have two contacts listed in the values. "Allow multiple contacts per cell" and "Restrict to list values only" are both unchecked.

    Is there something that I'm missing?

    Thanks,

    Glenn

  • Julio S.
    Julio S. Moderator
    Options

    Hi @Glenn Ige,

    If the field appears to be blank a no dropdown is available chances are that the field being used is not the same as the one you created as a Contact List or if this was updated that the changes weren't saved before adding it to your Dynamic View. Please make sure that the "Approver" Contact list field has been saved prior to adding it to your Dynamic View (you may also try to remove it and re-add it to refresh it). If you have ensured the same field is added to the Dynamic View and changes have been saved and dropdown options including "Current User" still won't appear, our Support team might be better positioned to troubleshoot this with you, I would recommend opening a ticket with our Support team via this form.

    Cheers!

    Julio

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