Issue with using user field as business rule

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Posted on by Derek4

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Hi everyone,

I'm building a simple approval flow, the user choose his supervisor and the flow send approval email to the supervisor. I'm using a CDS entity for it and set the supervisor field as "Lookup" type with User.

We don't have manager filed filled by our HR, so the "Get Manager" won't work, that's why the user need to manually choose supervisor in the first place.

Many users don't actually know who to choose, so there's a supervisor list, and I want to make sure the chosen supervisor is on that list, so I make a business rule based on the supervisor field, if the chosen supervisor is not on the list then show an error message.

The issue is I tried using name, email address as condition but no success, so what should I type in the value box of the rule to let it work?

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Mira Ghaly 11,413 Moderator on at

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@Derek4

I suggest to use a filtered view with the list of supervisors as your lookup view , So create a new View called Supervisor List and add your criteria to it, then on your form on the lookup field choose the view you have created

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Derek4 185 on at

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Hi @Mira_Ghaly ,

thanks for the reply, the reason I use user lookup field is I can directly retrieve the email address of that chosen user so that the flow knows who to send the approval.

if I create my own lookup view then the flow wouldn't know who to send approval, so I need an extra "switch" step to tell the flow about it. I have 15 approvers on the list so it would be 15 cases for the "switch"... ...

so is there a workaround for it?

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Mira Ghaly 11,413 Moderator on at

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@Derek4

I think i misunderstood you but can you please explain again what is the issue with the business rule on your lookup?

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Derek4 185 on at

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@Mira_Ghaly

Basically I want to show an error message if the chosen supervisor is not on my supervisor list by setting up an Business Rule.

The way I set up the rule is to check if the supervisor field contains a specific value (like names or email address), if it contains the name of a supervisor on my list then do nothing, if no then show error message.

the supervisor field is a lookup field of all users.

I have tried set that value as name, email address but it doesn't work.

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Mira Ghaly 11,413 Moderator on at

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@Derek4

Please try the below:

You need to Add X rules with AND Condition for your X allowed supervisors

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Derek4 185 on at

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@Mira_Ghaly

Thank you, it works.
It turned out that I was using the "OR" Condition instead of the "AND"...

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