Question

Task Reassign Email Notification Sends to Former Team Members

Forms Version 10

Updated August 27, 2019

asked on August 27, 2019 • Show version history

Note: We are using Forms version 10.4

We noticed an issue recently and this may need to be submitted a bug report, but I wanted to make sure there aren't any settings that may be incorrectly set.

In forms we utilize the teams tools, assigning a task to a team and then filtering to assign to a role. Occasionally users will reassign the task back to the entire team (for various reasons.) When they reassign the task, selecting the team, it correctly shows the number of people in the team.

However, when the team task notification sends, it is sending the email to all members of the team, plus all those who have ever been in the team. When I did this test reassign to the Test Team, it sent the email notice to myself and Corey, the two in the test team, as well as Faith, who is no longer on the team.

It should be noted, that not only does this send notices to current employees/current named users, but it will also send notices to former users, employees no longer with employed with us.

The one silver lining is that despite receiving the email, if the non-team members click on the link, they go to the 'No Authority' page. However, there is the potential that the email contains information that isn't needed by the non-team users.

Are there any suggested troubleshooting locations that I should check? Or would I be better contacting our re-seller to open a formal bug ticket?

Thanks

1 0

Answer

SELECTED ANSWER

replied on August 27, 2019 • Show version history

Sounds like a bug to me.

The team tables maintain records of everyone who was ever a member and just sets a "leave" date. In fact, if you remove someone and add them back, you actually end up with multiple entries because the disabled version is kept and a new record is added, most likely for tracking/auditing purposes.

My best guess, is that whatever handles emailing the teams is pulling all team member records instead of just the "active" ones. I can't imagine any other cause since unless you looked at the database you probably wouldn't even really know that it kept track of old members.

You can check the database to make sure they're actually being marked as having left the group.

The following query will pull the relevant info from the team/user tables to show you who is actually listed as active or inactive in the database.

SELECT t.[name],u.[username],u.[email],u.[displayname],m.[join_date],m.[leave_date],m.[date_updated]
  FROM [Forms_Test].[dbo].[team_members] m
  LEFT JOIN [cf_users] u
  ON m.[user_id] = u.[user_id]
  LEFT JOIN [teams] t
  ON m.[team_id] = t.[id]
  ORDER BY m.[team_id]

Just replace "Forms_Test" with your database name of course.

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replied on August 27, 2019

Thanks for the answer and the SQL script Jason. It does look like the 'leave_date' value is getting properly set. So like you said, whatever is pulling the names of the members isn't looking at the leave value like it should.

I'll go ahead and contact my VAR for the next step in submitting a bug report.

One more detail I don't think I made very clear from the initial post, is that initial task assignments are working perfectly fine. It is only on the reassign step that we are having this.

Thanks

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replied on August 27, 2019

If it only happens on reassignment, then that might explain why it hasn't been as noticeable. Although, one more thing to test would be assigning a task to the entire team without a filter.

Roles are mapped in another table, so a "disabled" team member shouldn't have any roles and would therefore be excluded by the filter.

If the same issue doesn't occur with the initial assignment, even without a filter, then that would suggest that reassignment process is using different code on the back end.

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replied on August 27, 2019

I did the additional test by assigning to the entire test team (no filters) and it properly assigned to only the two people. (Myself and Corey.)

It seems that it is the reassignment process that is having the issue.

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Replies

replied on August 27, 2019

It seems that I need to do more research next time. Based on the list of changes for Forms 10.4.1, this is fixed.

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replied on August 27, 2019

That would explain why I haven’t seen it happen. We didn’t actually upgrade until 10.4.1 came out.

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Task Reassign Email Notification Sends to Former Team Members

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