Dynamically assign user task using external database?

asked on December 1, 2020

The purchase request submission form in my purchase request process is designed to lookup and auto-fill certain budget fields from an external Access database through an SQL server (no idea what that means...that's just what my IT guy said) based on other budget-related drop-down menu selections made by the requestor.

My Question Is: Is it possible for me to include a column in my external database containing a approver's information for the respective row that Laserfiche would reference to dynamically (not sure if I'm using that word correctly) assign an approver.

I've Tried putting the user's e-mail address associated with their Laserfiche license in the respective column and referencing that column in the Lookup Rules tab in Forms, but get an error message that reads "Nobody is assigned to the user task 'Supervisor Approval.'"

Before you respond, I'm not very tech savvy. That doesn't mean don't provide complicated answers or ask me complicated clarification questions, just know where I'm coming from.

I'm hopeful this forum can help me figure this out!

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replied on December 1, 2020

Bryan, you can definitely do what you are trying to do using an external database. I use a SQL view that combines content from our cloud based HR system and our MS Azure Active Directory information to get the user name information. I then do a lookup based on the selected user to populate a variable I use to assign tasks.

You will need to work with your IT group to update your SQL table with the username information:

The highlighted full user name is what I put into my variable that I use as the assigned user on my task:

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replied on December 1, 2020

Thanks Michelle! So I'm on the right path because I can get into the Access file and update it, but I'm confused about where to locate the usernames. It sounds like your username is auto-populated in your external database (correct?).

My user task is set to assign based on the "Route To" field which is set to auto populate the information contained in the external database "Approver" cell in the respective row, but I'm having issues with putting the right information in that cell. Would the username I type into the external database match the entire string of text (it's really long) for the username found in the Directory Server?

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replied on December 1, 2020

Bryan, yes the user name is auto populated in my external database using a script created by our in-house developer. It uses the employee ID as the key to lookup the username and full username information from Active Directory and populate the database.

The username information I'm referring to, is not the Laserfiche Directory Server username, it is the Active Directory or network user name. That's where you need someone from your IT group to assist in populating that external database.

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replied on December 4, 2020

Thanks Michelle! My since we use "LDAP," I did actually have to use username string from the LFDS. We got it working! Thank you so much!

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