How To: Configure an Email Recipient Based on the Value of a Drop-Down List

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This guide will show how to configure the process for sending an email to a user that has been chosen from a drop-down (dataset) field. 

Create a value list 

  1. Go to Space settings > Value lists and select Create extended value list. Read more about Extended Value Lists in the article Value Lists.
    Space Settings - Create Extended value list .png

  2. Naming
    1. Name the columns according to the content of the cell. In the example below, column A is named "Name" and column B is named "Email". 

    2. Name the value list with regard to how the list will be used.
    If this is a general list of emails, begin the name with the prefix "General". If the list is to be used with a specific application, begin the name with the name of the application.

    Example: General-emails or Claimsrequest-emails.

    This will help you keep your value lists organized and easy to maintain. 

  3. Select Save to save the value list

Configure the form with the drop-down field

If you are new to working with forms, you can learn more in the article, How to: Create Your First Form.

  1. Open the form you want to add the drop-down field to.
  2.  Find the drop-down field on the left-hand side under Metadata fields (Extended value lists) and add it to the form.

  3. Rename the field to something that represents the content, for example, Users.

  4. Add a new textfield to the form and rename it ”email” and add the attribute “valueFrom” with the content:
    The User's email, where the users are the name of the drop-down and the email is the name of the column.

    This is the result:

  5. Save the form

Configuring the message event in the process

  1. Go to the process and add an intermediate event.
  2. Right-click on the new intermediate event and choose, Add new event trigger.  
  3.  Add a throwing message and open the message menu by clicking on the arrow and selecting Configure Message.

  4.  Click on the plus sign under To: and choose Form field. Select the form and the text field that contains the email address and select Save.


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