We have a requirement where IT members should see 5 choices in the dropdown when they are logged in, while others should see 3 choices. (Screenshot attached for reference)
I know this can be done by creating two separate dropdowns and hiding/unhiding them, but I was wondering if it's possible to do this with a single dropdown?
Thank you :)
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Hi @Natha
Yes, there are a number of methods you can use to achieve this, mostly they just depend on if you have a method of detecting if the current user is a member of IT? Do you have that already configured?
Regardless the most effective and performant way would be to use Nintex data tables.
Open the Data tab in your Nintex tenant :
Create a new table and name it Item Matrix:
We will use the Name column for the choices you need, and we will also add a Yes/No field that allows us to mark IT fields
You can configure the choices like this (I am assuming the IT choices are marked IT):
Now back in the form lets add the data sources, we need to add a data source for both scenarios, if they are in IT and if they are not in IT.
In the form open the Data Variables Tab:
Add a new table data variable and configure like this where there is no filtering (as IT has access to all choices but apply whatever logic works)
Then create a new table data variable for everyone else and configure it so ITChoice is false:
You will end up with 2 variable objects:
Now lets go to the single choice dropdown and configure the options:
Hit insert on the options and this will show the variable builder:
Now we can create a normal variable to check if the current user is in IT, if they are use one set of choices, if not then use the other, the variable looks like this:
ifElse(>Form].
Once added it should look like this:
Now on preview you will see it is showing only 3 options:
Changing to IT shows 5:
Hope this helps
Jake
Hi @Jake ,
You are a star as always. Thanks for the detailed explanation. :)
We have 20 people in IT, so I have a list of their email IDs in the database and the Nintex table as well. I was thinking of using that to check the current logged-in user and determine if they are a member of IT or non-IT.
Hi @Jake
This workflow is now live and works fine but when I open “Start form” sometimes it shows category value and sometimes blank. It is same issue with the other colleagues.
When in the rest of the stages as I am replicating read only category field, it always shows category field has value but only issue in the start form.
Not sure if this could help you but “Member of IT” toggle I kept hidden in the form and Value is automatically toggled Yes if any member of IT is logged in else No. Based on that dropdown works. Do we need to show toggle “Member of IT” in the form to make it work properly?
Attached screenshot from one of the form and Item Matrix table Permission.
Please let me know if you need any other details .
@Jake Could you please help me out why it sometimes populates a value and sometimes it doesn't? While filling out the form, the dropdown works fine, issue is after form is submitted. When approver click on "show form" to see details, then issue occurs. There are rules on Item Category to show certain fields, so this is a blocker at this point.
Hi @Natha Unfortunately Jake is no longer with Nintex. I have asked our internal team to assist.
Hi @Natha Unfortunately Jake is no longer with Nintex. I have asked our internal team to assist.
Thanks a ton :)
Hi @Natha,
Are you using the toggle in the if/else function? If so, try using a boolean variable instead.
If possible, please export the form and upload it here so we can take a look (Make sure there isn't any confidential/personal details)
Hi @Natha,
Are you using the toggle in the if/else function? If so, try using a boolean variable instead.
If possible, please export the form and upload it here so we can take a look (Make sure there isn't any confidential/personal details)
Hi @Prineel_V3 Thank you for your prompt reply with solution, I appreciate it, I have done it and will see how new requests are working. :) Yes I was using toggle as attached below in the form, toggle value was populating YES and NO based on email from Nintex table(list of IT people), similar to which you shared. Maybe it was hidden that’s why.
I am sharing my form as well in Zip, as it was not allowing to upload in JSON. Please let me know if any issue.