Question

username vs display name

Forms

Updated May 6, 2020

asked on May 5, 2020

Is there a way to have Forms to pull display name rather than username when assigning tasks in forms? Our username is the domain name set up in Windows and the display name is the actual name of the person. I have have to set up hidden fields in order to get a form to be assigned to the proper person. It would be much easier if I could just assign tasks using the display name.

Could I do this in attributes?

Example: My display name is Mary Lou. My domain name is abdcefg\recmgmt. I use a hidden field to find the domain.

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Answer

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replied on May 5, 2020

Hi Mary Lou, I believe you could only do this if you used Teams, where you would assign the Team and then use the Filter feature to assign the Member based on the name input in the field or by choosing a role assigned to the member.

I find using Teams and Roles removes my requirement to have field names populated in the field, as the people change in the organization, I can just update the members of the team or assign the role to someone else as opposed to having to edit the form or the logic that may stem from the user selection.

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replied on May 6, 2020 • Show version history

Mary Lou, I tried Steve's option with Teams. I created an ORG Team and entered all the users and their Job Descriptions so that I could assign tasks based on the person that filled a specific role, such as Accounts Payable Clerk. It works, however, I did discover one down side: When you use a Team in the process design, it allows everyone in the team to see all the form submissions. This is fine if the form is not confidential, however, now that we are working remotely and I started using it for expense reimbursement forms and timesheets, I felt this was not optimal as it would allow one employee to see submissions from another employee. So on those ones, I had to go back to the hidden field solution that you mention above.

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replied on May 6, 2020

Thanks, I would not have realized the privacy implications with this. I appreciate your input.

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replied on May 6, 2020

Hi Connie

In your Team Options, had you set the Task Visibility to Hide? In this case, if a task is assigned to a person directly, only that person should see the task other than Users who are part of the Managers or Supervisor level. If a task is just assigned to the Team and not to a user, then they would be unassigned and would be visible to other members of the team

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View 1 previous reply

replied on May 6, 2020 • Show version history

Thanks for the tip Steve. In my case, I had a number of forms that had to be created suddenly when we started working remotely. Invoice approvals, timesheets and expense forms.

I noticed it first on the invoice approvals. Our Public Works first level approver wanted to be able to see all invoices that the assistants had in progress whether they had got to the point where she was assigned, or not. There are a few invoices that I knew we would not want everyone to see, so I had to create a separate PW invoicing Team AND a separate invoicing approval form process for them in order to allow her to see only their forms.

Then I noticed it on the Expense Reimbursement forms, so I had to create a Payroll Team since the Finance Officer wanted to be able to see all submissions and wanted the Payroll Clerk's backup person to be able to see all forms in process.

So, my ORG Team can only be used by forms where confidentiality doesn't matter... or, as you've pointed out here today, I could check off the Hide team tasks from others if its a form where only the assigned person needs to see it and they don't want/need the option to look back at completed ones.

Thanks, Steve!

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replied on May 6, 2020

I just re-read your post and noted what you said about the Managers or Supervisor level users being able to see everything.

Right! I just changed three people's settings to Business Manager on the Expense Reimbursement form Access Rights. I need to keep that option in mind, as well!

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replied on May 6, 2020

Hi Connie, I meant in the Team User Assignment, example below. Managers and Administrators can see and reassign tasks that below to the Team and Members

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replied on May 6, 2020

Ah, I see, okay, thanks for that clarification!!

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replied on May 6, 2020

Steve, thanks for your response. That is a great idea. Knowing the privacy concerns mentioned by Connie, I will probably try using this selectively.

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username vs display name

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