Question

Can forms allow a dynamic selection of multiple users to a user task and wait for them all to approve before moving on?

Forms

Updated December 15, 2016

asked on June 27, 2016 • Show version history

Using and BP Workflow we have a step where a multi-value drop down list is used to select any number of approvers for an approval step then the workflow waits for each user to set a field to approve before it moves on. We are attempting to build that same process in forms and I'm looking for a way to achieve this function.

As far as I can see the new team function is still only expecting one person in that team to complete the task.

EDIT: To be clear what I'm wanting to do is provide the ability for a user to select any number of users that will all need to approve the next step before it can move on. I'm looking at a table with a single column and a drop down list of all the users. Is there any way to effectively use that in the process modeler to assign the task to all those users and then wait for all of their approval?

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SELECTED ANSWER

replied on June 28, 2016 • Show version history

Instead of use a table with single column and a dropdown list of all users, I suggest you use a check box with all the users which can support multiple selection. In process modeler, you can add individual tasks for all the users and use inclusive gateway to decide which users need to approve the task based on the selection of the checkbox, then use inclusive gateway to synchronize them, sample as following:

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replied on June 29, 2016 • Show version history

Ok thanks. We will evaluate if this will work well for us given that there could be 50-80 users in that list. The process modeler is going to be a mess. Thanks for the solution. My request would be for a more "dynamic" way of having multiple approvers especially since user changeover will require editing the process modeler every time. Perhaps an addition to team functions to make this possible?

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replied on December 1, 2016

Hi Jeremy, did you end up using this approach ? or have you found an alternative process ? thanks

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replied on December 1, 2016 • Show version history

Actually what we did is use similar to this but with signallers that signalled the other paths that were not fulfilled to interrupt their activities and go directly to the gateway to merge the path. THis allowed all people to be assigned the task but it would go away when one person filled the task.

The pictured solution would force all users to complete the task before it moved on. The signals allowed us to interrupt the other waiting tasks when one user performed the work.

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replied on December 2, 2016

Excellent, thanks for sharing.

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replied on December 9, 2016

I just reread the original post and realize that I had mistaken this for another forms question I had also posted. The signal solution I described is what we used when we wanted to assign a task to a multiple users and allow ANY of them to approve. The solution pictured above should work fine for requiring ALL selected approvers to approve before moving on. My apologies for any confusion.

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replied on December 15, 2016

I implemented it and it worked correctly. I was happy with the results. Its a manual set up, and wont adjust dynamically, but does work.

Thanks again for clarification

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Can forms allow a dynamic selection of multiple users to a user task and wait for them all to approve before moving on?

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