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Question

Question

Viewing Forms/WF for User assignment

asked on January 31, 2022

Hello,

We have a customer who reached out with the following ask:

"When an associate leaves the company, is there an easy way to see what forms/workflows route to them?  Is there a report that I could run to obtain that information?"

I know we have some metric reports in Forms, but most of those point to Forms themselves and user Metrics for task assignment, but could not see any of the reports that could tell me if a user is listed in an activity and assigned a Forms task. I don't believe they are using Team Management for their Forms.

Not sure of any reports in WF...

Any information would be greatly appreciated.

Jeff Curtis

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Answer

SELECTED ANSWER
replied on January 31, 2022 Show version history

I set-up a View in my Forms Database that basically mimics the Monitor Page in Forms.  This can be easily searched for Tasks that are currently assigned to specific users or to generate reminder emails to staff.  I then set-up a process in Forms that loads that information into a table based on a user selection from the drop-down.  I use this to allow our managers to review what is currently assigned to their staff without having to give them admin-level access to see the Monitor page.  But I also use it to quickly see everything assigned to an employee upon their exit.  I posted about it previously on this page: https://answers.laserfiche.com/questions/164695/search-active-forms-processes#  But I think I may have changed the query a bit since then, so I'd be happy to share the current version if you'd like.

As far as finding processes that assign tasks to particular users (if the user is hard-coded on the task, and not being assigned via a variable), something like this should help identify them: 

SELECT 
  bp.[name] AS process_name,
  step.[step_type],
  step.[name] AS step_name,
  step.[definition_json]
FROM [LFForms].[dbo].[cf_bp_steps] AS step
LEFT JOIN [LFForms].[dbo].[cf_bp_processes] AS bpp ON bpp.[process_id] = step.[process_id]
LEFT JOIN [LFForms].[dbo].[cf_business_processes] AS bp ON bp.[bp_id] = bpp.[bp_id]
WHERE step.[definition_json] LIKE '%username%'
  AND step.[is_deleted] = 0
  AND bp.[is_deleted] = 0;

 

Workflow on the other hand is a whole other animal, and I don't personally know any tricks for finding stuff that is hard-coded to a specific employee.

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replied on February 1, 2022

Thanks Matthew

Jeff

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Replies

replied on February 8, 2022

On the Workflow side, you can open workflow definitions in the Designer and search for the user name in them. However, that will only find the hardcoded values. Since WF can get data from metadata fields, SQL tables and such, you may have to look in other sources to fully remove them from the system.

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