Question

Why would my team administrator be getting emails

Forms Workflow Administration

Updated February 17, 2022

asked on March 30, 2021 • Show version history

I have a form that uses a team for assigning the approval tasks. My team administrator (me) is getting emails that should be only sent to team members. Originally I used my "testing Team" where I am set as a team member as well as the team administrator, but then when it was ready for the users I changed the team to the correct team. I'm not sure this is what caused the issue but I thought it worth mentioning.

There are no set roles in either the active team or the testing one and I don't touch the team info in the JavaScript. Is there a setting I'm missing?

EDIT: while I'm getting the email notifications that the form was submitted, it is not showing up in my "Open tasks" or "Unassigned tasks"

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Replies

replied on February 17, 2022

We have added an option in Forms 11 Update 1 to let the designer configure whether to email the team administrators and team managers when a user task is assigned to a team and a email notification is sent

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replied on March 30, 2021

Hi Genny,

I believe this behavior is expected in current Forms. The email is sent because that when user task is assigned to a team (not particular team member(s)), it may require team admin/manager to reassign the task to proceed. And team administrator/manager should be able to view and reassign those tasks from Team Tasks-> Unassigned Tasks.

If user task is assigned to team member initially (either by team filter or round robin distribution), team administrator/manager won't receive the email.

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replied on March 31, 2021

It is not working this way in my other forms. I am the Team Administrator (not Team Manager) of a few teams. The forms that use those other teams do not send me a notice of any kind. From what I understood the Team Administrator is simply the one in charge of keeping the team list updated much as the tech team manages the users that have access to the work emails. While the Team Manager is as you just described. Their role is that of one's manager that can assign tasks to those "under" them on the team.

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replied on March 31, 2021

What version of Forms are you using? For the active team, have you been once added as team member?

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replied on April 1, 2021

We are using version 10.4.3.216 and for the currently active team I was never a member but it did at one point have it emailing just me without a team set up.

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Why would my team administrator be getting emails

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