The form is submitted, then two or three or four people have to fill in a field to report on what they have done for their part in the process, then once all of the people are finished, the supervisor will review and close the form process.

It's the inbetween part that we're concerned about.  Tom and Lisa might try adding their info at the same time.

We have tested by deliberately both going to the form under Team Tasks and opening it.  Chad opens it and makes a change.  Then, before he closes, I open it and make a change.  We both try saving as draft and yet, we will close out then go back in and the fields are empty.

No, that won't work. Once one member of the team takes a task and submits a draft, it is theirs to complete and can't be worked on by other team members. You need to modify your process a bit to get this to work. 

Keep the user task the way it is, but for your outflow, go directly into an exclusive gateway that then either routes back to the same user task or on to the next thing. Put two action buttons at the bottom of the form for "Send back to team" or "Submit form". When the first person claims the form, they should fill out their part and click "Send back to team". The form will be submitted and the gateway will route the instance back to that same user task. The next person can grab it, fill out their part and also "Send back to team"... and so on. This will allow each person to actually complete the task and then create another copy of that same user task with their part filled out. When the last person finishes their part, have them click "Submit form" which will go to the exclusive gateway and then on to the next step. 

For the information to be saved and recorded from one user, you need to actually complete the form by pressing one of the form buttons at the bottom. Your key will be looping the instance back to that user task many times until the form is ready to move on. 

I was wondering if an exclusive gateway was the way to go.  I've never used it before.  I will give this a try.  Thanks!

Yea, use the two button approach and on the gateway set it so that
- If last user action is "Send back to team" go back to the user task
- If last user action is "Submit" go on to the next step

Okay, we have set this up and also successfully used a dynamic filter to find the right team members to send to.

Questions:

1) We noticed that Chad can see only Chads field additions; Connie can see only Connie's field additions; Who can see all additions to see what is done?  The supervisor needs to be able to see all.

2) How do we get this process to move on?  The two test users (Chad and Connie - who were sent emails to participate) have done their part now. Why hasn't the process moved on now to the next step?

1) How does each user interact with the form? If they are filling out different fields, each time the form is "Sent back to team", the additions should be shown for the next person. If they are acting on the same collection or table, each person should append their own row, which should accumulate each time it goes to another person. 

2) The final person needs to click the other action button on the bottom of the form "Final submission". When that other button is clicked, instead of circling back, it goes on the the work site inspection follow up. Is there anything else on the form that indicates that it's done? If you need a specific set of fields filled out, you could put a condition in the gateway that says
If field A isn't blank and field B isn't blank... go on to the follow up, otherwise loop back to the team user task. That would allow you to only have one button on the form and once all the proper fields were filled out, it would move on. It really depends on how you want to tell Forms that form is ready to move on. 

Thanks, Jared.

1) Unfortunately, in testing, each person's addition to the field on the row that they were responsible for is saved, but not visible to other people.  Are we doing something wrong?

2) Okay, right. I had programmed that button to hide until all fields were filled.  In actual fact, all fields were filled, but the full result isn't showing up for any of us when assigned to us, so the system isn't recognizing that all fields are filled so the button isn't showing up.  This will not be resolved until we resolve Item #1 above.  Unless I remove the JavaScript to hide that submit button.

How does each user interact?  Both Chad and I got emails to participate after submission of the test form.  I went in and "assigned" the Stage 2 form to me and added my notes to the row intended for me.  Then I called Chad and had him go in and "assign" the Stage 2 form to him and he added his part.  Both of us hit the submit button that takes the form back to Stage 2 for another user to do his part.  (The other submit button was hidden at this point.)  So then, each of us went back in and opened the form to see if we could see both fields now filled in.  Each of us could only see our own notes.

When a task is sent to a team, only one team member can actually work with that form at a time. It would have to be released or re-assigned to another team member in order for someone else to work on it. Are you sure you're working on the same instance?

Thanks, Blake!  Yes, absolutely!  I am certain it is the same form, the same instance, the same user task. 

Now, in this test, when I open the task again.  I see my post, but not Chad's.  He opens his and he sees only his.  There is only one test form.  There are no other instances.

Are you able to post the instance history from Monitor? I'm curious what it is showing is going on.

It's funny that it doesn't show my step being done, between H&S Officer Submits... and the first line for Work Site Inspection Def...

And now, after I have removed the JavaScript to hide the submit button, I have Submitted and let the process move onto the next step.  NOW, the form only shows Chad's submission.  Even though I went back in at least three times and only saw my entry on the row for me!!

Are you sure it's not a Parallel Gateway I should be using???

Experimenting with Parallel Gateways - how do you program it when you don't know how many people will be involved? 

It will depend on how many tasks are assigned on the initial form submission (team assignment based on a collection field with a drop down name, each row has a different person assigned, then a filter on the Team: $result=team.findMembersByRole($util.getValue('Tasks_Required','Person_Responsible'))

I'm looking at this post.  I had been wondering if I needed to get Workflow involved.  Will try this:

https://answers.laserfiche.com/questions/121522/Provide-form-for-multiple-approvers#121778

So it sounds like you got the field values showing for previous members of the team who filled it out. 

A parallel gateway isn't right for your case. A parallel gateway follows ALL outflows, so after the person fills out the form, it would both come back to the previous user task AND go on to the next one prematurely. Then every time someone else submitted the form, you'd get another copy of the follow up task AND it would again go back to the team. You need an exclusive gateway so only 1 outflow is followed. Either it comes back to the team OR it goes on to the next task. 

To be clear, in the solution I'm proposing, one person grabs the team task, assigns it to themselves, submits the form back to the team, THEN the next person does their part. Only one person can be interacting with the form at any time. 

Thanks, Jared, but that is exactly what we did in our last test.  Essentially, the process followed the desired steps, however, it did not save everyone's additions.  It only saved the last person's addition for the form.