Question

Form assigned to an invalid user

Forms Ideas How To

Updated November 17, 2019

asked on November 12, 2019 • Show version history

Hi All,

I am wondering if anyone has come up with a solution for when someone leaves and in turn becomes an invalid user with forms assigned to them?

The issue we having is that the forms are just left assigned to that person and no notifications are triggered to let anyone know. Currently we are manually checking all assigned forms on an Adhoc basis, but this isn’t workable in the future as forms become a bigger part of the business.

Thanks

Mark

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Replies

replied on November 17, 2019

I'd like to add to this request slightly. The notification feature for terminated forms has been a huge life saver - because it is giving us a heads up the minute there is an issue with a form. This allows us to take action (where possible) to stem further problems if a process was configured incorrectly. It also means we don't need to ambulance chase the Monitor "All Instances" view daily.

In the same vein as the termination notification it would be super useful to have something similar that was configurable for suspended tasks and other errors or events, too. At a basic level, a configurable email notification to a designated user would be a great start.

I think someone mentioned in another thread a feature request where a new "Error Catch Activity" could be inserted into the business process, so that you could configure various actions based on the type of error that was triggered. Eg. If Suspended Task > Send Email Task. If Termination > Send Email Task > Automatically Unpublish Form. etc

As we empower more end users to be involved in these processes we're starting to see basic errors and task issues more often so it would be great to see better error handling to improve resilience! :)

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replied on November 12, 2019

Some things you could do are to assign user tasks to teams instead of directly to users. Members of the team can claim the tasks only when they are ready to work on them, so there wouldn't be tasks assigned to invalid members if they leave. If there are tasks assigned to a member that leaves, a team manager can reassign those tasks to another member or release them back to the team.

For a more automated check, you could assign the user task to a team and put a timer boundary event on it that lasts for something like 14 days. If a team member claims the task and leaves the organization, it will remain sitting there for the 14 days after which point it will be interrupted. Coming out of the timer boundary event, put an arrow back into the same user task. This will interrupt the user task for the invalid user and automatically assign that task back to the whole team for someone else to grab. You can adjust the 14 days per your requirements, but keep in mind, this will interrupt the user task after 14 days for invalid users AND for users who are just waiting to complete the task.

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replied on November 12, 2019

Hi Jared,

In most instances we do assign tasks to Teams over Users as this stops tasks getting lost in the ether. However, we have a few instances where this isn’t appropriate, and tasks must go directly to a individual or the initiator picks the individual by choice within the form.

I have investigated timer events for this as this would cause an error that we can filter on, but we decided agenised the idea, as this will trigger emails to be issued to all other individuals with tasks assigned to themselves at this stage.

Hopefully this will be something that can be looked into as a future improvement for Laserfiche.

Thanks

Mark

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replied on November 12, 2019

It sounds like a lot of the cases here are more ad-hoc. If a task must go directly to an individual and they leave the organization, is it already known who needs to take over the task?

For timer boundary events, it shouldn't cause an error. The assigned task would be cancelled and it would reassign the task back to the team which is normal runtime behavior. It would only affect the instance or instances assigned to the invalid user and would email the team as if they had a new task waiting to be completed.

Another question: Is this something you'd want built into your processes? Or are you looking for enhancements to the Monitor page so that when someone leaves the organization, you can find anything assigned to them and manually reassign those tasks?

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replied on November 13, 2019

Hi Jared,

I agree this is more Ad-hoc however we opperate over so many different jurisdictions its not always filtered though straight away when someone leaves and still its a manual task to go see what tasks they have assigned.

Re timer events I was meaning the error when being assigned to an individual not a team.

I think this would be best as an addition to the Monitor section so you can review all tasks assigned to an invalid user.

Thanks

Mark

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Form assigned to an invalid user

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