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Question on Round-robin

Forms

Updated April 22, 2021

asked on April 9, 2018

Good morning,

I'm experimenting with the Round-robin feature in Forms and based on its behavior I'd like to get some clarification on the following.

Scenario:

I created a Test Team and added myself and another person in it. I added both of us under the "Members" section.

I crated an User Task with a simple test form and under the Assign tab I set it to the "Test Team" team and set the Task Distribution to "Round robin"

When I submit the form I get assigned the User Task, and when I submit the form from the User Task the process ends.

Then when I go back to the form, I submit it and now my teammate gets Assigned the User Task. This is a completely newly submitted form, so that's where I'm confused.

Does the business process alternate the person that gets the User Task assigned?

What happens if one of us just leaves the User Task there for too long?

Can the flow be controlled to go in a specific order?

I was reading up on this manual, but still had the questions above: https://www.laserfiche.com/support/webhelp/Laserfiche/10/en-US/administration/#../Subsystems/Forms/Content/General/What's-New-In-Forms-10.htm?Highlight=round%20robin

Thank you,

Raul Gonzalez

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SELECTED ANSWER

replied on April 9, 2018

Yes, the Round Robin feature is meant to do exactly what it did in your test. Meaning that when a form is submitted it will get assigned to one user. Then when form 2 is submitted it would go to a different user, etc. There is currently no way to control the order that I am aware of. I have a feature request in so when Round Robin is chosen have it go to the next person based on current tasks assigned, but I have not seen any movement on it.

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replied on April 9, 2018

Blake is correct, that is expected behavior for the Round Robin.

Regarding the what happens if you leave the task there depends on your business process. If you set a timer feature for reminders or reassignment of the task, then there will be additional action on it. Otherwise it will remain an open task assigned to the first person the Round Robin chose.

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replied on April 9, 2018

Raul, yes, using the filters as you've stated in your use case above will do what you need. I use team filters in this way for multiple forms. Much easier to manage by adding/removing person from the team vs. going into each form to change the assignment setting to remove Round Robin. I think you are on right track!

4-9-18 team filter.PNG (24.77 KB)

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replied on April 9, 2018

Thank you both, it makes sense now. We are looking for a behavior in which when a member of a Team is the only member, to get assigned the Task automatically, and then when another person is added to the Team, to then behave as normal, where the first person who picks it up gets assigned the Task.

I think we can use the Round Robin for when there is one person in a Team and then disable it when someone else is added.

What do you think? Any other option?

Thank you,

Raul Gonzalez

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replied on April 9, 2018

I wanted to follow up on what I'm trying to do and it seems that the use of Filters addresses our need, so we could have a Team called "SomeProgramTeam" in which there is a member of the Accounting group, another from Payroll and 3 from IT. By assigning a Role, when the assignment is to be set, if it only finds one member with the Role it assigns it automatically, but when it finds more than one, like in the example of the IT group, it assigns it to all 3 and whoever picks it up gets the Task.

Is this better? Am I using this correctly?

Thank you,

Raul Gonzalez

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replied on April 22, 2021

I also have this problem. Three members with same role, and round-robin incorrectly assigns to ti all three, not one of three. Is there a solution for this yet? Thanks all

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