Question

Round Robin Distribution by Role within Teams

Forms How To

Updated June 7, 2022

asked on May 31, 2022

We currently are assigning tasks in Forms based on a filter centered on specific roles within given Teams. Now the business unit is wanting to have task auto-assigned instead having them assigned to the pool of users. When we have tested out round robin distribution it seems to randomly assign the task using the full set of users in the team not the subset used previously in our role filter.

Is this the expected behavior of how round robin works? Where it only applies at the team level or is there something additional we are not doing to have it apply to the role level?

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Answer

SELECTED ANSWER

replied on May 31, 2022

If you still have it set to your team, with the filter to the specific role(s) within the team, it should be assigning to the same group as before, but then round-robin assigning to one of those staff instead of waiting for one to claim it.

Here's one I've got with a pretty complex filter, and round-robin enabled:

When it assigns the task, it still assigns to all team members who met the filter, but then assigns to one of them specifically via the round-robin:

In this example, the team and filter resulted in four possible team members: Jonathan, Julie, Michael, and Lisa (Lisa is the "1 other" in the first line), but then via the round-robin, it was assigned to Lisa.

This particular team has 10 users, but only 4 that have the necessary role for this particular form (those 4 being the same 4 we see the form assigning to).

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Replies

replied on June 1, 2022

What version of Forms are you using?

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replied on June 1, 2022

We are using Forms 10.4.5.324

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replied on June 5, 2022

I checked with Forms 10.4.5.324, if the user task has team filter with round robin enabled, it will first filter based on the team filter then round robin with the filtered out group of users, which is same as Matthew shared.

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replied on June 7, 2022

Thank you for confirming. After reading the responses. I went back and reviewed the group memberships and noticed that it was behaving correctly. I had the groups mixed between our production and development environments.

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Round Robin Distribution by Role within Teams

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