How to create labels for a manual trigger automation drop-down field?

[Sarra Isabel]

I'm creating an Automation whereby an issue is escalated internally in our organization to resources who are NOT using JIRA.

1. I've created an Automation Rule "When Manually Triggered"

2. A prepopulated message box appears, along with a Send To drop-down and Reply To drop down.

3. I'd like the Send To drop-down to be a list of departments: Human Resources Toronto, Accounting Montreal, Professional Development Calgary, etc.

4. I'd like the Reply To drop-down to be a list of regional marketing teams: Toronto Marketing, Ottawa Marketing, Calgary Marketing, etc.

5. Once the user/agent selects the department and marketing teams from the drop-downs, I'd like the labels to match up to email addresses that will populate the "To:" and "Reply" fields on the "Send Email" action.

How do I do this?

[Sarra Isabel · Accepted solution]

Hi @Joseph Chung Yin ,

I figured out how to do what I was looking to do.

1. When: Manually triggered all logged in users can run rule. User input:
   1. {{userInputs.defaultMessage}} : Paragraph
   2. {{userInputs.SendToEmail}} : Drop-down
   3. {{userInputs.OtherSendToEmail}}
2. Then: Create lookup table.
   1. Lookup table variable name: SendToEmailTable
   2. Key column = drop-down values created in {{userInputs.SendToEmail}}
   3. Value column = corresponding email addresses
      e.g.
      key: HR Ottawa     value:  hrottawa@email.com
      key: HR Toronto    value:  hrtoronto@email.com
      
      
3. Then: Create variable
   1. Variable name: SendToEmail
   2. Smart Value: {{SendToEmailTable.get(userInputs.SendToEmail)}}
4. Then: Send email
   1. To: {{SendToEmail}}
   2. Subject: Whatever you want
   3. Content: Whatever you want

My automation has a number of other steps in it to add values to the audit log, change the status of an issue and validate email addresses contain the desired domain name, but the initial goal was to create labels for the "send to" email addresses from a drop-down field so it would be more user friendly, and that's captured above.

Thank you for all your help.

[Joseph Chung Yin]

@Sarra Isabel 

Welcome to the community.  For your automation rule to work, please consider the followings:

1. You need to create two custom fields and setup those single select dropdown list context options.

2. The triggering process may need to changed to Issue Updated, because the automation rule doesn't have the function of raising a pop-up window that will take in the field population intake process.  This is not how automation rule works on raising a pop-up window.

3) The two fields need to be populated, then your "Issue Updated" trigger can be then fired to perform the "Send Mail" action.  You will need to create conditions to control the send mail action where you can defined the recipients when you configure the rule.

Hope this helps.

Best, Joseph

[Sarra Isabel]

Hi @Joseph Chung Yin ,

Thank you. The ManualTrigger I've configured does create a pop-up. What I was hoping for was a way to create labels for the email addresses and have labels associated to different email addresses based on "If" conditions or a look-up table.

Unfortunately, because of the reporting structure in the organization I work for, I don't have the permissions to create new custom fields.

[Joseph Chung Yin]

@Sarra Isabel -

Can you provide the details of your automation rule? 

Best, Joseph