Question

Assign using "team based on variable" for random names in a table?

Forms Version 11

Updated December 10, 2021

asked on December 8, 2021

I have a form where individuals are assigned to numerous tasks on the same form. The tasks are listed in a table and a name picked for each task.

The task currently ends up assigned using the Person Responsible field on a Round Robin option, but then only one person gets the email notification and now I'm trying to set reminders. I would like all persons' responsible to get an email initially and only who's tasks are left for the reminders. I cannot use a "Team" that I can set up as there is no pattern to who might be assigned and I can't use an inclusive or parallel gateway as there is no pattern to how many people might get tasks assigned. And one person might get assigned 3 or 4 tasks.

I'm wondering if the Team based on Variable option can be used with the Field "Persons Responsible" as the team?

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Answer

SELECTED ANSWER

replied on December 9, 2021

You can edit the email notification for the user task(click the Edit button after "Email users when task is assigned or reassigned") and add the "Person Responsible" in the CC list for the email notification so all the users listed in the field will get email notification.

And the reminder email notification can just use "Task participants" to send to the user currently assigned.

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Replies

replied on December 8, 2021

"Team based on variable" option will match the field's value as the team name to find which team will be assigned, so it is not suitable for your case.

The "Person Responsible" field is a table field with the user names? If set the task as assigned to "Users" with field variable used, the tasks will be assigned to all the users get from the table field variable and all the users will receive email notifications. Can you share the screenshot of the task properties for the assign settings?

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replied on December 9, 2021 • Show version history

And the person that created this process (no longer with us) also created this team in order to get these to assign tasks properly. I'm looking for a better way.

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SELECTED ANSWER

replied on December 9, 2021

And the reminder email notification can just use "Task participants" to send to the user currently assigned.

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replied on December 10, 2021

That sounds like it is my answer! Started a new test and the first assignment sent emails to both parties so already I can report that part worked! For the reminder, I have started a test with your recommended change and will have to wait until at least tomorrow (weekend though) before seeing the result. Thanks!

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Assign using "team based on variable" for random names in a table?

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