It’s sounding quite complex but if I can simplify what I think the issue is:
You want to be able to submit forms with warnings info to the specific employee site member without having to go into the collection manually adding their user reference since you can’t connect the form to them via the reference field option in the editor? Something like that?
This is definitely the sort of issue that has led me to not using references if I can help it, I’m sure there is a way to do what you want that way, especially with a bit of coding, but I’ve never been able to figure out anything beyond manually adding them into the collection which is no good for you here, perhaps someone else can jump in and tell us it’s really easy to get something like that working!
But if not perhaps the method I’ve been using instead might be applicable for you:
I have taken to using “tags” where possible, doesn’t have to be an actual tag field you can just use a text field in your Written Warning collection or any other. Set this to be an identifiable thing from the members collection, so their sign up email address or the unique ID.
Now in your form you can connect to this “tag” field and type in that piece of info for the person and enter the Warning data into your collection.
Now wherever on the site you want to show them their Warnings you can filter a Warnings dataset to match their member info (email or ID etc) from a members dataset with this new “tag” field and it’ll only show the Warning item(s) that has their info in the entry.
Of course you need the members dataset to show the logged in user but I think you’ve got this functionality sorted already, if not there was a post with a video about this recently:
Some example pictures:
For your database collection:
For your form submission page:
For your employee private member pages:
