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Question

Question

Exclusive Gateways based outflows based on the user.

asked on August 21, 2019

I am working on a Purchasing Order Form and Diagram. Currently we have two people who evaluate the orders and decide if we can move forward with them, one is a supervisor and the other is their employee. Both do the same tasks when it comes to Purchasing however any order approved by employee must also be approved by the supervisor.

 

Is it possible to have an Exclusive Gateway setup that checks who approved the order? I don't seem to see any variables for this.

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Replies

replied on August 21, 2019

One way to do this would be to have a hidden, read-only field on your form called Approver and set its default to Current User. That way, when the form is loaded by someone, their user name will be populated into that field and you can use that field later for routing decisions.

You could even have two hidden fields, one for Approver, then another for Role that could be populated by a lookup. Keep a database of users and their roles, and search for the username to populate the Role field. That way, if you add other people into this process, you just have to give them a role in the database and the process will continue to work smoothly. 

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replied on August 21, 2019

I like that, both of those look like they should do what I am looking for!

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replied on August 21, 2019

Wait, quick question, how do I make the field hidden?

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replied on August 21, 2019

Field rules control which fields are shown/hidden. Create a field rule that Hides the Approver field and SAVES the data
Always. 

The key here is to save the data when the field is hidden as opposed to ignoring it. In some cases, you can have rules to show certain fields only when a checkbox is checked. For those, you likely don't care what's in those hidden fields so you'd ignore it. In your case, you are always hiding the field and want to save the data while it's hidden. 

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replied on August 21, 2019

Oh, duh. Sorry, just frazzled at this point. I knew that already and it just wasn't coming to me, thanks!

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