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Question on designing the forms/workflow process for a specific scenario

Workflow Laserfiche Forms Version 10 Business Processes

Updated December 17, 2020

asked on December 7, 2020

Let me outline the requirements here and can you please let me know the best way to design this.

1.Form is being set to 100 employees through a workflow process.

2.Employees get to access the form through the workflow email.

If they are funded for their project through Fund A or B their form submission needs to be approved by Project Manager A.

If they are funded for their projects through Fund C their form submission needs to be approved by project manager C.

3.After it gets approved they get filed in a particular location in the Laserfiche Repository.

Can there be 2 user tasks in the process diagram , one for Fund A or B and the other for Fund C?

Or should i handle them in the workflow?

Should i may have more than 1 workflow process to handle this?

Advice plz?

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Answer

SELECTED ANSWER

replied on December 7, 2020 • Show version history

Oh the fund is already being set. Can you add the manager username to your lookups, based on selected fund?

If not, you can create your own lookup list within forms but you will have to do away with your lookup of fund options since you need to define this within forms now, by manager.

After you remove a lookup from the fund drop down, you will have an option to set alternative values.

Make the selection value list the list of fund options, and the alternative values the list of manager usernames.

Now when a user selects a fund, the value of the variable will be the manager username. You can use this variable to assign the task.

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Replies

replied on December 7, 2020

You can add a field in the form for project funding source (even if it is hidden and filled out by Workflow). Then use an exclusive gateway in the Forms business process to create a branch for each funding source that routes to the correct manager and files in the correct repository location.

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replied on December 7, 2020

Yes the form already has a field for Funds. I was taking this route of exclusive gateway initially but was'nt sure if i can have 2 user tasks for approvals being directed to the respective managers, based on the funds assigned to the employee. Let me try it out. Thanks!

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replied on December 7, 2020

If you simply sending a link to fill out the form, you can set a variable(field), for the Fund, in the URL by adding ?VARIABLENAME=VALUE

If you are assigning a task, you can set the variable value ahead of time with workflow.

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View 1 previous reply

replied on December 7, 2020

Am not sending individual links in the email. But the user will be directed to the page to access the form.

The emails go out to the employees through the workflow process.

Users access the form, fields will be prefilled including the funds field based off the lookup rule in the form.

When the user hit submit, the forms need to be directed to the corresponding managers based off the fund value.

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SELECTED ANSWER

replied on December 7, 2020 • Show version history

Oh the fund is already being set. Can you add the manager username to your lookups, based on selected fund?

If not, you can create your own lookup list within forms but you will have to do away with your lookup of fund options since you need to define this within forms now, by manager.

After you remove a lookup from the fund drop down, you will have an option to set alternative values.

Make the selection value list the list of fund options, and the alternative values the list of manager usernames.

Now when a user selects a fund, the value of the variable will be the manager username. You can use this variable to assign the task.

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replied on December 7, 2020

Let me try this and let you know. Thanks!

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replied on December 17, 2020

Perfect. It worked. Thanks!

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