Map the Event Delegates entity with contact email

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Posted on by John Be

Hi all,

I will need some help to add the contact email as a lookup field to the Event Delegates form.

I've created a lookup field called 'Email address' in the Event Delegates entity with 'Contact' as Target Record Type.

Also, there is 'Email', but it's not the address, just the content of the email.

Then, I've created a 1:N Relationships on Event Delegates with 'Contact' as target.

When I go in 'Mapping, and select the field I've created 'Email' address as Source Entity Fields and 'Email' in contact, which is a free text box, I've an error message:

"This field map is invalid. A valid field must meet these requirements:

- The data type must match.

- The length of the target field cannot be shorter than the source field.

- The format should match

- The target field must not be used in another mapping

- The target field must be a field a user can enter data into.

- Address ID values cannot be mapped."

The need is to have on Event Delegates form, a lookup field with all contact email addresses.

Thank you for your help,

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LuHao 40,892 on at

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Hi John,

Can you provide some screenshots to help us understand your question?

In addition, please be clear that the lookup field is used to connect two entity records, and its value is the GUID of the primary record.

For example, I have two entities "Parent" and "Child", and the Child entity has a lookup field of Parent entity. Then we can select a Parent record for the lookup field to relate a Child and a Parent, the lookup field value is the Parent record itself (GUID), not the field of Parent (such as email).

The function of Mapping is that when a Parent is created from a Child (or when a Child is created from a Parent), the mapped fields will be automatically filled in, nothing more. Its role is only to pre-populate the fields when the record is created.

So mapping should not be the solution.

Please elaborate on your needs and attach some screenshots, I will help you realize it.

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John Be 35 on at

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Hi Hao,

Thank you for your help!

I will try to be as clear as possible.

We are currently using an entity called 'Event Delegates'. This entity has been added to our contact form as subgrid. On the screenshot, you will see the form when we create a new record. You will notice there isn't the contact email address field.

When I go to Settings > Customization or directly to PowerApps to see the entity, on the fields list, there isn't the Contact email address field too.

Our need it's to have a new lookup field called for example 'Contact email address', where we can amend manually from existing contact email addresses or do bulk upload.

Do you think this is doable? If not, is there any alternatives?

Let me know if you need more information or details.

Thanks,

John

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LuHao 40,892 on at

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Hi John,

You want the 'Contact email address' field of the 'Event Delegates' entity to be updated to the Email of the Contact, right?

In other words, the Contact lookup field of the 'Event Delegates' entity already contains data, but the 'Contact email address' field is empty. You want to fill the 'Contact email address' field with the Email field value of the Contact.

In fact, there are multiple ways to achieve your needs.

First of all, the 'Contact email address' field should not be a lookup field, but an Email type field. The reason is as stated in my last reply, the value of the lookup field is the record itself, and cannot be a field of the record.

Solution 1. If the 'Contact email address' field does not need to be edited and it will always be the Email value of the Contact lookup field, then we can create a calculated field to set its value.

Delete the original 'Contact email address' field and recreate it, select Data type to Email, and set is as Calculation.

Then set the calculation as follow.

This way, the 'Contact email address' field value will always be the Email of Contact and cannot be changed, this field is non-editable and read-only.

Solution 2. We can create an on-demand workflow to update the existing Event Delegates record. Then create a flow, and update the 'Contact email address' field of the related Event Delegates whenever the Email of Contact changes.

This is more cumbersome compared to Solution 1, but its advantage is that the 'Contact email address' field is editable.

Please check if Solution 1 meets your needs. If Solution 1 is not suitable, I will provide Solution 2 steps.

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John Be 35 on at

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Hi Hao,

Your 1st solution is really helpful, thank you so much for that.

I'll be curious to know how the 2nd solution can be implemented too. It may be a better idea in the long run if we have to go through changes.

Best regards,

John

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LuHao 40,892 on at

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Hi John,

The effect of the 2nd solution is not as good as the first one, because flow runs asynchronously, it will have a delay, that is, when you change the Contact lookup field and save the Event Delegates, you need to wait a few seconds and then refresh the page to see the 'Contact email address' field contains email.

The 1st solution is real-time. You don't need to refresh the page. When the Event Delegates is saved, you can see the email immediately without waiting.

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John Be 35 on at

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Hi Hao,

Thanks for the information and thank you for your help.

Best regards,

John

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