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Question

Workflow to update forms priority

asked on February 21, 2023

Hi,

I am wanting to create a Workflow that will be scheduled to run each night, which will find the Due Date and then Update the Priority to High if it 1 week till due date or Urgent if it is 1 Day till due date. 

Is this possible?

 

Thanks

 

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Replies

replied on February 24, 2023

I don't think the task can modify the priority while the task is currently assigned, only at the time it is assigned.

I have a process that updates the priority by reassigning the form.

The user task is assigned with a due date that is 14 days after the instance start date, and the task has priority of Medium and a due date of 14 days after the instance state date.  The task includes a timer catch event that interrupts the task after 7 days. 

The timer catch event leads into another user task that assigns to the same user.  This user task has priority of High and a due date of 14 days after the instance state date.  This task includes a timer catch event that interrupts the task after 5 days.

The second timer catch event leads into another user task assigned to the same user plus their supervisor.  This user task has a priority of Urgent and a due date of 14 days after the instance state date.

The end result is that initially it shows Medium urgency and 14 days to due date.  Then on day 7 it shows High urgency and 7 days to due date.  Then on day 12 it shows Urgent urgency and 2 days to due date.

Here's what it looks like in the Process Model:

First User Task due date and priority:

Second User Task due date and priority:

Third User Task due date and priority:

First Timer Catch Event settings:

Second Timer Catch Event settings:

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replied on February 27, 2023

Hi Matthew,

 

This looks very helpful. Will look into using this if possible.

 

Thank you!

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replied on February 21, 2023

Sam,

When you say it will "find the Due Date", how does that work? In Forms you have the ability to assign a Due Date based on a date field value. From the way you worded your question though I am guessing you would be looking up the Due Date in a database somewhere?

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replied on February 21, 2023

Hi Blake,

So currently I have a field on my form that gets populated 1 month from the start date.

I would like to be able to set the priority to high if it is 1 week till due date and then Urgent if 1 day till due date.

I have had a look at the Priority section on the user task and I am not sure if I can achieve that?

If I am wrong please let me know.

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replied on February 21, 2023

You might be able to create a hidden date field that has a calculation on it to determine how many days away from the due date field value it is and then use the Priority Conditional Expression to set the Priority based on the value.

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replied on February 24, 2023

Hi Blake,

Thanks for that.

My thought is doing it with in the Form will make the "days to due date" field not dynamic?

At the moment all tasks on this form will be set to 1 month due date but I was it to pick up when it is 7 days to due date and then 1 day to due date to update accordingly?

Does that make sense?

 

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replied on February 24, 2023

Sam, that was my bad. I was confusing which variables were available in Forms compared to tokens in Workflow. That did just lead me to create a feature request for Forms though.

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