Question

Re-assigning an open form that another user is working on?

Forms

Updated October 18, 2018

asked on October 17, 2018

Hello,

We're working with a client with a question regarding Forms.

In this scenario, User 1 had a form open and was working on it. While User 1 was working on it another user reassigned it to themself, entered data and saved as draft. When User 1 tried to save the form they still had open, they received a message that the form was no longer assigned to them.

Does this sound like normal behavior in Forms, that someone else is able to take a form when it is already open?

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Replies

replied on October 18, 2018

Do you have your notification service set up? If the notification service is set up, once the task has been claimed by the initial approver, it should be immediately removed from the Inbox of everyone else. If someone goes into the Monitor page and reassigns the task from there, the initial approver should see a pop-up on the form reading "Task Unavailable", "This task has been reassigned and is no longer available to you."

All real time updates rely on the notification service. If that isn't set up, the open form has no way to know it's been reassigned until the initial approver tries to submit. Also everyone else's Inbox will continue to show the claimed task until the listing is refreshed.

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replied on October 17, 2018

It is very strange that they even were able to start working on the form before assigning it to themselves. They should have been forced to click Assign To Me, before being given access to any of the fields. Can you reproduce this with a test form assigned to two accounts?

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replied on October 17, 2018

They did reassign it to themselves, but it was still open on another users machine. I am able to reproduce the issue. I open task assigned to me. Then another user in my team picks up same task and reassigns it to themselves. Even if they reassign it back to original person the error is created. Here is the error the original user gets when saving draft or trying to submit

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replied on October 17, 2018

Ah, looks like in addition to removing the task from the available inbox, the assign to me button needs to be disabled as well, in case someone already has it open.

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Re-assigning an open form that another user is working on?

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