I would like to link a Case to a Group, based on the value selected on a page for one of the Object Properties.
Example - I have a form, it has a dropdown field with many values to choose from. On submission, If ASB is selected I would like the Case to be linked to the Env Health group, if Parking is selected, I would like the Case to be linked to the Roads group, and so on.
So far I have created a rule which based on the field values changing in that field, sets the “Group Name” however this just appears to enter the Group Name as a string of text and it is not actually linking to the Group that I have created.
New Liberty User here so please let me know if more clarity is needed in my question.
You probably want your rule to use the “Add relationship by matching” action based on the value of the field matching to the group name.
Thank you, I gave it a go. The “Add relationship by matching” option doesn’t seem to let me specify a particular group to link to. It allows matching between fields, but not assigning a specific field value (eg selecting an individual group).
As a workaround, I tried using the “Set field value(s)” action to populate the Central Group ID. This does appear to work at first, the case shows in the relevant users list for that group.
However, when I check the other properties on the Group object, they remain blank. I guess this suggests that the relationship hasn’t actually been created, and instead it’s only populating the Central Group ID field rather than properly linking the records.
Hi, you need two parts…
Create a Special Record for the group record you want to assign (Data Store > Special Records).
Then use the “Set relationship to special record“ rule action to set the relationship to one of those.
Then repeat both for each possible option.
By the sounds of it you have a form which includes a dropdown that contains a list of group names for groups to relate to. You should be able to do rule with the base object of the object your form is using (presumably the built in CASE object) with rule actions “Add relationship by matching”. The relationship to add is the one to “Groups - Cases”. Then for your match paramters the top one wants to be your dropdown (use the relationship navigator to get to the relevant object with the dropdown) and the bottom one wants to be the “Goup name” property of the Groups object (it should have selected this object by default.
If the dropdown doesn’t contain a list of the group names, but a list of the topics, then you need some way to associate the groups to the topics. We’ve setup a (probably overcomplicated) way of doing this but I can probably explain a simpler version if needed.
However the maintenance of this going forward could be an issue, as you add more options you need more rules etc.
it would be better overall if this was managed via record data and relationships.
You didn’t mention if the dropdown the user is choosing from is a Choice field, or a record from a relationship. Ideally you want the latter.
So you could build an Admin page where you can define the options by adding records, and for each one choose which group it relates to. Then when a user chooses that option from the list, the group is already implied via that relationship, no need to set anything.
Thank you both of you for your help. Got there in the end with your suggestions and some mentoring help and now have an Admin page to manage this.