How to use form field values in a Create lookUptable - then filter different actions with Branch

[Ingrid Heitmann]

Hi! I am trying to execute the following in automation rules (cloud).

Background:

• The form is
  • a)translated into 3 other languages (english + 3 more in other words) and
  • b) some of the end user input in the form field is to be used in a Branch with conditions later on

• Trigger automation rule =  Forms submitted
  • data is not stored in custom fields, hence this trigger

So, what I am trying to achieve is:

1. Based on a {{forms.last.xxx}} and/or {{forms.last.xxx.label}} I want to look up in the lookupTable
2. The possible results of {{forms.last.xxx}}/{{forms.last.xxx.label}} are Key in my Create lookup table
3. After lookup, use the Value result as conditions in Branch with conditions 

The description in action Create lookup table describes that I can access lookup table variable using .get(). It also describes that I can use smart values as the key, but only (?) if value is stored in a field.

Current status in my automation

1. I cannot get these different variations to work successfully
   1. {{BusinessCriticality.get({{forms.last.BusinessCriticality.label}})}} Error in automation, probably cannot nest {{}} within .get()
   2. {{BusinessCriticality.get("{{forms.last.BusinessCriticality.label}}")}} Same error as above
2. ROVO suggested this setup:
   1. {{lookupTable.get("BusinessCriticality","{{forms.last.BusinessCriticality.label}}")}}

I do understand that I probably could work my around the challenge and add form field value into a field, but if possible I´d like to not do that. 

So, I guess my questions really are:

1. can form fields be used together with lookup tables?
2. if yes, how should I configure it when lookuptable name = BusinessCriticality and response from user can be found in {{forms.last.BusinessCriticality.label}}?

[Bill Sheboy]

Hi @Ingrid Heitmann -- Welcome to the Atlassian Community!

First, some things to consider...

• For automation rule lookup tables (static and dynamic), any text value may be passed for the get() function.  (And, numbers are automatically converted to text for a lookup.)
• Once inside a set of double-curly brackets for a smart value expression, more are not added
• Finally, accessing form data can have some latency.  That may cause a problem when passed to the lookup table's get() function
• I recommend not using ROVO or other "AI" tool suggestions for automation rule syntax as the tools often appear to miss the context for a customer's specific site, space, field, etc. configurations to target the answer

Putting those things together, please try this:

1. Use the Create Variable action to capture / fully evaluate the form field data.  You could also write the variable to the audit log to confirm it contains what you expected.
2. When calling the table's get() function, pass the variable name without extra double-curly brackets, such as with {{BusinessCriticality.get(varMyVariableName)}}

If that does not solve the problem, please post images of your complete rule and audit log details showing the rule execution.  Those will provide more context for the community to help.

Kind regards,
Bill

[Ingrid Heitmann]

Hi and thanks for your reply Bill. 

I see that there are other restrictions/functionality that currently is not supported withing these Branch with conditions, so I have concluded that I cannot use this feature fully as of yet. 

What is not currently working in Branch with conditions:

1. when Branch with conditions is added to the rule/flow, all actions, conditions etc created earlier/before the Branch is automatically added into a Group (group 1 to be exact)
2. It is not possible to enable/create variables that would be "globally" accessible, meaning that it is not possible to create variables outside a group so that they can be "globally" available for all further actions, conditions etc
3. smartvalues created within (now) Group 1 is not available within each branch, only smartvalues used as conditions in the various branches are available 

To sum it all up - all my needs are currently not supported and I´ve adjusted/reconfigured my automations accordingly. 

[Bill Sheboy]

Thanks for that information, @Ingrid Heitmann and I am glad to learn you changed your approach to get a working rule.

Although...I am surprised to learn of any "automatic" adding of conditions from earlier in a rule to a later branch with conditions.  Without seeing the exact before / after rule changes, it sounds like an editor defect to me.

[Marc -Devoteam-]

Hi @Ingrid Heitmann 

Welcome to the community.

What if you would place the form information into variables and use these in the lookup table?

[Ingrid Heitmann]

Hi Marc and thanks for your response. 

I am a bit unsure how your proposal would change my challenge? In order to use the variables towards the lookup table I still would have to use {{...}} and I think that is the original challenge? Or maybe I misunderstood your proposed solution?

This is how this lookup table looks today.

And the responses from the forms ({{forms.last.BusinessCriticality.label}}) could then be either of the Keys in the table. 

In the branched condition, I then would have conditions:

* IF Administrative Service...

* IF Business Operational ... etc 

[Marc -Devoteam-]

Hi @Ingrid Heitmann 

I think you are right.

Then you would need to see if you can get the value of the field in the form based on API.

This should provide a string,  use that in the lookup.