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How to Email link to a Form Task

Workflow Forms
Updated January 4, 2024
asked on January 2, 2024

Hello,

 

I'm creating a Form\Workflow for a document approval. In one section there can be a variable number of co-authors ranging from 1 - 10 and each submission can be different. After looking on Answers and talking with pre-sales I have divided the process into 3 smaller process and will be using Workflow.

 

The first forms process will have the user submit the form, save the form into a temp folder within the repository and then use a WF to email the co-authors. I need a WF that can email the co-authors, in the form they have a task to look at and either approve/reject. We are using Windows Accounts and the Form variable is just text. I would like to send a URL link in an email alerting the co-author that there is a document for review. What would be the best option to achieve this ?

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Replies

replied on January 3, 2024

Hi Jacob, that function is natively built into the Form User Task. When you assign the task to the user, you can check the Email Option. I wouldn't overcomplicate this trying to use Workflow. Typically I would only save the docuemnt to the repository after it has been approved, etc.

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replied on January 3, 2024

Hi Steven,

 

The problem with the built in User Task is that it cannot handle multiple co-authors. In the Form there is a dropdown field to list the co-authors. If I use the User Task it will error out on trying to assign the task to more than one user. That's why I'm trying to use Workflow so that I can have an nth number of co-authors.

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replied on January 3, 2024

I have a similar Forms Process - it can have up to 5 approvers.  I use a workflow to get the list of approvers and it will process through each approver as long as the last approver, approves the task.  If the approver rejects the task, then the loop stops without further approvals.

 

Here's the workflow:

I use a lot of hidden fields on the form to hold variables for number of approvers, which approver the loop is on, who the next approver is which get updated by the workflow.

 

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View 2 previous replies
replied on January 3, 2024

This was an answers post that I found helpful developing this:  Provide form for multiple approvers. - Laserfiche Answers

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replied on January 4, 2024

So how would the users get emails about when a task is assigned to them ? Is that what the Set Business Process Variables are in the WF and that changes the user for the user task. 

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replied on January 4, 2024

Yes, one of the variables that is set in the Set Business Process Variables within the workflow is "Next Approver" which is the user that the Approver User Task is assigned and emailed from forms. 

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replied on January 4, 2024

So for your first user, the User Task sends and email to that user then WF kicks in and updates to assign the task to another user and sends another email. It should be in the Forms inbox when the user goes to check their task then correct ?

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replied on January 4, 2024

This process is a little strange in that there is a separate User Task for the first approver, that approver can add up to five additional approvers, so that's where this loop takes over - the additional approvers are in a table on the form.

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replied on January 4, 2024

You can create a Loop in the BP to spin off Nth tasks for approvals. In my case I created a Quorum which means that Nth tasks could be created but only 50%+1 are required to approve for the process to move forward, but the logic to create would be the same. The WF is just to aid in the creation of the task, but the emails are generated by the built in email capabilities in the Forms User Tasks.

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replied on January 4, 2024

For the Form er are building all the co-authors would need to approve before the next step. 

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replied on January 4, 2024

I haven't tried this this within a Parallel process but that's a thought for testing. The way it is built above, you would just need to update the workflow to require all approvers before moving forward. In my process you see there is a Form Request - Service Task. It's basically a background Task on a timer that checks to see if all the approvers have completed their tasks (hidden fields on the form are updated by the Update Quorom workflow), once they have, the process would move forward from this point.

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replied on January 4, 2024

So I could build another loop to make sure that all of the listed co-authors have approved before going onto the next step.

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