Does anyone know if i can have a field on a transaction record that dynamically populates based on data from employees with a particular role. I need a way to populate all the employees emails in a specific role to be used in a workflow, but those employees do not necessarily have a direct link to the record. For every transaction, the workflow emails need to go to the any user with a specific role. (so if there is another way to solve this WITHOUT scripts) let me know.

Create a saved search that displays all employees with your specific role Add a formula text column with the formula NS_CONCAT({email}) with summary type MAX Use this to source a field value of a custom free text field on your record in the approval workflow (uncheck store value) Then use this field in your send email action of your workflow

I actually tried this (you showed me this neat trick with getting multiple contact emails, so i was quite exicting thinking i could resolve this) but the issue was sourcing to the transaction record itself, it needs a filter on the search to actually work but i cannot figure out what to filter by. So i can get the search working with the emails and the concate function, and i know how to do sourced fields, but they require a filter to work ans thats where i hit a dead end!

Try making a custom list with one value called “approver group” or something Create a field on the employee record that references this list. And use a workflow to set this field value if the employee has your specific role Create a field on your record referencing the same list and either use a workflow or just native sourcing to default the value to the same one as on your employee records

Thanks so much i will try this tomorrow. I knew i was close! I think i was on the right track as i tried something liek this, but not quite what you suggested! I will let you know how i go

No problem You can also expand on this functionality if you need multiple approval groups. So make your list values like Group 1 Group 2 Group 3 Etc Then use a workflow on the employee record to set the correct group Then use a workflow on the transaction record to set the correct group based on the transaction criteria Then your field sourcing would match based on that group

This worked perfectly - thanks so very much. I was 95% of the way there before this i realised and this was the missing piece of my puzzle.

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