You can display a data source value from a related table field when the relationship setup includes the Use display value on DataPages option. As a result, in Submission Forms and Details/Update Forms, app authors can refer to a Display field from the table relationship setup using parameters. This functionality can be helpful, for example, in the ticketing system application to send email notifications to a person assigned to a given ticket.

This use case requires a one-to-many relationship between the tables storing the users and tickets. Then, when configuring a notification, in the To field of an email, you can select a data source field parameter and a display value for the field that stores assignees. As a result, an assignee will be sent an automatic email notifying them about a new ticket.   

Additionally, using the same relationship, you can configure the Submission Form to stamp a new record with the ID of the user who was assigned to it. Learn more.

Steps

  1. From the left menu, select Tables.
  2. Create the tables to store users and tickets, for example, the “Directory_support_portal” and “Support_portal_tickets” tables.
  3. On the Tables page, click Relationships.
  4. Create a one-to-many relationship between the UserGUID field in the “Directory_support _portal” table and the AssignedTo field in the “Support_portal_tickets” table.
    Sample one-to-many relationship between the UserGUID field and the AssignedTo field.

    Note: As a best practice, use UserGUID rather than Email for establishing relationships because UserGUID remains constant while an email address can change. 

  5. In the relationship settings, in the Display Value list, select a field with a meaningful value, such as an email address, to use instead of a user ID, as shown in the following example:
    New Relationship Settings dialog box showing the controls for setting up the relationship, including the option to use the display value.
  6. From the left menu, select Applications.
  7. On the Applications page, click the Designer tab, and then select an app.
  8. In your app, create or edit a form that will stamp the records.
  9. In the Configure fields step, in the Elements section, select the field where you want to store the user ID, for example, AssignedTo.
  10. If you want to select a user from the directory as an assignee, use the following setup:
    • Lookup table or view: Directory_support_portal
    • Field for display: Email
    • Field for value: UserGUID

    New DataPart dialog box for a Submission Form showing the settings for using the lookup table as the source of values for the AssignedTo field.
    As a result, the UserGUID of a person who is assigned to an item is saved in the table datasheet. 

  11. Create an email notification:
    1. In the Designer view, create or open a Submission Form.
    2. In the Notification section on the right, click Add. 
    3. In the Email Notification dialog box, in the From list, select the sender address, for example, Caspio <noreply@caspio.app>.
    4. Next to the To field, click Insert parameter.
    5. In the Insert parameter panel, in the Type list, select Data source field.
    6. In the Parameter list, select the field that will provide the parameter value, for example, AssignedTo.  
    7. Select Use display value, and then click Insert.
      Email Notification dialog box showing the settings and content of an automatic email message, with a panel for adding a parameter to define the email recipient.
    8. Enter the subject and content of your email notification, and then click Save.Email Notification dialog box showing a configured email message to be automatically sent to an assigned person.

You can manage the records assigned to a user by setting up custom permissions.