Question

Assign to team based on variable

Forms Version 10 Feature How To

Updated January 10

asked on June 7, 2018

Hello Everyone out there in Laserfiche Land,

I'm kinda having trouble wrapping my mind around the assign to team based on variable option. To give a little context, I currently have a travel workflow and part of the approval process is that a request needs to go to the in-state travel coordinator for all in-state travel and all the out-of-state travel of course goes to the out-of-state travel coordinator. Right now in my workflow I have a gateway configured that will route it to the correct travel coordinator based on the type of travel variable.

What I am wondering, is to make my workflow cleaner, can I take advantage of the assign to team based on variable feature and get rid of one of my tasks and the gateway (thinking it will just be on one task now)? I have two teams created, one for the instate travel coordinator and one for the out of state coordinator.

Is this possible? How can it be configured?

Appreciate any help out there.

Drew

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Answer

SELECTED ANSWER

replied on June 11, 2018 • Show version history

Yes, if the team name matches what you have in the Choices column, you don't need to worry about Values at all. For instance, I could have put Team A and Team B as the choices and that's what the form fillers would see. Values allow you to show the user some other than the team names.

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replied on June 8, 2018

Yes, if "Team In" includes your in-state travel coordinator and "Team Out" has your out of state coordinator, you could use a variable like Correct_Team and assign the task to that variable. When you run your WF to determine whether the travel is in-state or out of state, set the Correct_Team variable to either "Team In" or "Team Out". This would allow you to have the single user task and it would be assigned to the correct team each time.

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replied on June 11, 2018

Morning Jared,

I guess I am still a little confused on how to accomplish this. I do have a variable listed in the form for type of travel. It's a radio button and it can either be In-State or Out-of-State. I'm not exactly sure on how to connect his variable to the In-State Travel Coordinator Team or the Out-of-State coordinator team.

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replied on June 11, 2018

I got a basic setup working using the radio button below. I have a radio button called Team Choice with options In-State and Out-of-State. Check the box beneath the choices (not shown in my screenshot) for "Assign values to choices". The Values should be the team names. When a user selects a radio button choice, the associated team will be set. The second screenshot shows the user task settings. Use the "Team based on a variable" option and enter the radio button variable. The user will pick the radio button option on the original form, then the value will put the correct team name in the user task assign to field.

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replied on June 11, 2018

So as long as the team name matches the variable option exactly, it will pick it up?

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SELECTED ANSWER

replied on June 11, 2018 • Show version history

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replied on June 11, 2018

This worked perfectly. Thank you so much for taking the time to walk me through this Jared. This will simplify my complex workflow greatly!

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replied on January 10

Is this a checkbox?

Nowhere does this thread specify to WHAT the variable is assigned.

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replied on January 10

Chad, when configuring a User Task in the Process Diagram of a Forms process, you can configure the User Task to be assigned to a team based on variable. This is where the variable should be set.

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replied on January 10

Sorry, just to clarify.

I meant where on the form do you make the variable. I found the answer BTW. I did mine using dropdowns.

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