The User Reference form field lists users within an application based on the roles selected during form configuration. Only users belonging to the selected roles, such as Manager or Employee, appear in the dropdown list.
This field allows users to select one or more people within the application and is commonly used for task assignments, approval workflows, collaboration workflows, and trigger-based automations.
For example, when a task requires approval, users can quickly select the appropriate approver from the filtered list based on their role.
Because the field displays only relevant users, it helps users quickly identify and select the right person without searching through unrelated user records.
You can also use the User Reference field in triggers to automate actions based on the selected user.
The User Reference field supports different selection types based on how users need to select and display users within the application.
| Type | Description | Configuration & Usage |
|---|---|---|
| Drop Down |
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| Multi Select Drop Down |
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Note
This field includes all standard field properties. For details, refer to Form Field Properties. The additional properties specific to this field are listed below.
| Property | Description |
|---|---|
| Select Role | Displays users based on the selected roles. Only users belonging to the selected roles appear in the dropdown list. Use it to filter and display relevant users within workflows and approvals. |
| Dropdown Size | Configures the dropdown width and height in pixels. Use it to customize the dropdown display area based on the number of users and available screen space. |
| Field Display Options | Defines the user information displayed in the dropdown list. Supported options include Name, Email ID, Employee ID, and Phone Number. |
| Type | Mistake | Impact | Fix |
|---|---|---|---|
| Using Drop Down instead of Multi Select Drop Down | You configure single-user selection for workflows that require multiple approvers or reviewers. |
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Use Multi Select Drop Down when multiple users must be selected. |
| Selecting incorrect roles | You configure unrelated or incomplete roles in the Select Role property. |
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Configure only the relevant roles required for the workflow. |
| Displaying unnecessary user information | You enable too many Field Display Options such as phone number or employee ID unnecessarily. |
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Display only the information required for user identification. |
| Using Multi Select Drop Down for single-user workflows | You configure multi-user selection for workflows requiring only one approver or owner. |
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Use Drop Down for single-user assignment workflows. |
| Not configuring dropdown behavior properly | You do not configure selected value display behavior for large multi-user selections. | Selected values become difficult to read and manage. | Use Chip display or comma-separated display based on the workflow requirement. |