How to configure a People column

Its common to need to track who created a row. Perhaps the table is a wiki, and you’re tracking the author of each entry. Or, its a brainstorming table where you’re tracking who submitted each idea. How you choose to set up your column depends on exactly what you are tracking and why.
This tip talks you through 4 ways to configure the column and explore when to use each approach.

1. Fully automated

A fully automated column would automatically show the person who originally created the row, without the option to reassign. This option is best used in brainstorming tables where you want to see who originally submitted an idea. Example - form submissions where you are tracking submission date.

Setup instructions

Step 1: Create a people column. Instructions here. Step 2: Add column calculation

Configure your calculation to calculate from “Row property” and use the property “Created by”. . Your settings will look like this: If you prefer to use the formula builder, use the thisRow.CreatedBy() formula.

2. Automatic default, option to update

Coda will automatically assign the person who created the row as the default value, but you still have the option to override and change it in the future. This works well for situations where the owner of a row is usually the person who created it, but not always. Example - a meeting agenda table where the person who adds the agenda item is usually the person who it is assigned to in the meeting, but sometimes you may want to add items on behalf of a colleague with the colleague (not you, the person who added the row) being the ultimate owner.

Setup instructions

Step 1: Create people column Step 2: Allow or disallow multiple authors. Instructions here. Step 3: Set default value for new rows as “thisRow.createdBy()”. Instructions here.

3. Manual

Every row is assigned an author by hand. This option is best for situations where one person is creating rows on behalf of others. Example - a manager creating entries for their team wiki and then assigning them to team members to author.

Setup instructions

Step 1: Create a people column. Instructions here. Step 2: Allow or disallow multiple authors. Instructions here.

4. Manual from curated list

People column is manually set, but the options allowed are limited to a curated list of people, rather than everyone in your workspace. This is used in situations where only a certain group of people are authorized to be assigned. It also helps cut down on the mental load of someone who is assigning things; they don’t have to recall who their options are, they can just select from the list in front of them. Example - assigning project owners where only certain people have the authority to own projects

Setup instructions

Step 1: Make a new table for your options. Step 2: Create a select list column. Create a select list column and select “New” for the option list

Create a select list column and select “New” for the option list.

Step 3: Connect your helper table to the select list with a formula. Click on the “f” button next at the top of the option adding console and add a formula that follows this pattern: [name of table with options].[name of people column] Step 4: Relocate your selection table. Now that your list is hooked up to your author column, we advise moving your helper table somewhere out of the way. Try collapsing it at the bottom of your page or moving it to a hidden configuration page. Learn more about best practices for managing helper tables here. Step 5: Adding or removing options. If you want to change who appears on the list of options, simply add or delete rows in your helper table. Note: if you change the person in an existing row, all of the entries who used the original person will automatically be reassigned to the new person. If you do not want this automatic replacement, delete the old user’s helper table row and add the new user in a new row. Step 6: Allow or disallow multiple authors Instructions here.

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