Automatically adding additional collaborators via a form submission

[Tadeo_Gonzalez1]

I know that there is a way to automatically add a requestor via a form to be added to their request/task as a collaborator. Is there a way for a requester to add additional collaborators to be automatically added to the request/task when they submit the request via a form?

[Richard_Sather]

Hi @Tadeo_Gonzalez1 , welcome to the forum

I think it will be highly unlikely that people fields (or collaborators) will be exposed in forms.

To achieve what you want, you can create a single-select or multi-select field with a list of names as options, setting it as a question in the form. Then a set of rules can map that field to the action of adding a collaborator once the form is submitted.

I understand this will require some level of maintenance from time to time, depending on how long the list of collaborators will be, or how frequently they may churn, but it will work.

Note, if you use a multi-select field, you will need one rule per person. Branching conditions of ‘Otherwise ifs’ will not work for multi-select fields, in such a case.

[Stephen_Li]

Building on Richard’s workaround, if you’re an enterprise customer, you could handle both single- and multi-select rules with a single rule and a script action with a lookup table (I’m just really into script actions rn and suggest them for everything )

[Tadeo_Gonzalez1]

Stephen and Richard, thanks for the suggestions but adding a multi-select option wouldn’t work for us. The options could be over 100 people and would just not be ideal at that point.

[Stephen_Li]

@Tadeo_Gonzalez1 - Understood; if you use AI Studio, I’m guessing you could probably handle this (e.g., Ask the submitter to enter everyone’s name or upload a document with it, etc.), then use AI Studio to parse this entry and add collaborators accordingly.