We are using a forms for people to sign up for one of several course dates. Once the form is submitted, these are moved into groups based on the date of course. Each date has a limited number of seats.
I am trying to find a way to set the seat number based on the course selected (used General Caster for this) and then once that number = item count in that group, to notify someone so we can mark that class as full an no longer accept reservations.
I have added the Auto Number column, however I can not use that for any formula, in General Caster or other automations.
In my mind, when an item is moved into _________group, and if the Auto Number = seat count, change status to FULL.
Any suggestions are appreciated!
~Angie
Hello @Angie81171,
It sounds like you’re looking to automate the process of tracking course registrations and updating the status when a course is full. While I can’t provide a direct solution using General Caster, I can suggest a workflow that might help you achieve your goal using other tools.
Here’s a high-level overview of a possible solution.
Use a form tool (like Microsoft Forms) to collect registrations. Each submission could be sent to a SharePoint list or a similar platform that supports automation and can trigger workflows.
When a form is submitted, an automation tool (like Microsoft Power Automate) can be used to assign the registrant to the appropriate group based on the course date selected.
Set up a counter within the SharePoint list (or your platform of choice) that increments with each new registration for a specific course date.
Create a flow in Power Automate that checks the seat count whenever a new registration is added. If the seat count equals the maximum number of seats available, the flow can update the course status to “FULL” and send out a notification.
The same flow can be configured to send an email notification to the relevant person or team, informing them that the course is now full.
Best Regards,
HI Angie,
You could do all this with the Advanced Formula Booster. The AFB allows you to create formulas that cast their results to any type of column (like General Caster), but it has many other advantages:
- you can combine multiple instructions in one formula (its editor can accomodate up to 100 lines)
- It has many more functions that the formula column (at of this date: 174 vs 50+)
- It allows you to create as many autonumbers you need within the app, autonumbers you can then cast to any column and use in your formula.
For instance, in your use case, you can use the formula:
- to move the item to a group based on your criteria
- to send notification (the app has a library of texts where you can create your notification templates with rich-text formatting. You can then specify the template of your choice with the NOTIFY function)
- to update your autonumber
- to change any column, including the status column, based on your criteria
All this in one formula, ie. one automation.
Hope this helps.