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Auto add Request Participants based on field values?

Brandon Kofer May 13, 2024

Hi Team,

Just brainstorming an idea at this point, but I would love suggestions. I'd like to know if it's possible to automatically add request participants based on a field value. For example, a new hire form with a field called "Reporting Manager". Is it possible to automatically add the Reporting Manager as a request participant?

 

Our HR Team fills out a new hire request, and we've been manually adding the Hiring Manager as a participant, but always looking to automate where I can. Thoughts?

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Zim _Andrew Zimmerman_ __Appfire__
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May 13, 2024

Hi there,

Agree with what's been suggested already. Is the Reporting Manger a manually entered field on your new hire form? It sounds like the HR Team might be filling in that field manually.

If so, you can set up an Automation rule triggered by the Request creation, to perform an "Edit Issue" action.

  • Then you can "Choose fields to edit" and select "Request participants.
  • Then you can click the three dots next to it and select "Copy."
  • Then you can click on "Add request participants from current issue" and on the pop-up screen for "Field to copy value from," you can choose "Hiring Manager."

If the Hiring Manager field is not yet on the the ticket itself you'll have to first acquire the appropriate user for that field through a method similar to the suggestions @Mikael Sandberg or @Luis Andino Rodriguez made.

Hope this helps!
Andrew Z.

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Mikael Sandberg
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 13, 2024

Yes, it is possible and can be done in a couple of ways using automation. The first one would be an automation that makes a call to Okta to get the reporting manager. Another option if you are JSM Premium and are adding your users to it, you could then do a lookup object in the automation to get the manager that way.

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Luis Andino Rodriguez May 13, 2024

You can achieve this by creating an automation with an IF 

When: Issue Created

IF {Manager = Manager Name}

Then: Edit Issue Field 
Request Participant 

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