Question

Forms 10.4 task reassignment for users who don't have a license

Forms Version 10

Updated July 28, 2024

asked on July 24, 2024

G'day all,

I'm wondering what the best way would be to handle task reassignments for users who have their license removed or leave the company? We're still using 10.4 for our main portal and I can't seem to figure out if there's a way to view a user's LF inbox or to search the whole of Monitor for tasks assigned to that user.

We have over 240 active forms being used at the company so it'd be impractical to search each forms instance. I've heard conflicting reports that the daily task reminder emails send to user's work email even after they've left. If they do still send, would it be possible to modify that email to also BCC a designated address to receive them? Our current cessation procedure has all emails be redirected to their manager so setting up a rule specifically for that email would be a manual process for each time it happens.

Previously when I was doing a clean up of the portal we had our MSP provide a spreadsheet of all users who no longer have a license and the tasks assigned to them which was exported from the SQL server. We don't directly have access to this and setting up an automated process would be an expense I'm trying to avoid. We're actively looking into LF 12 when that becomes available, although for now I was wondering if there's anything we can do on a Forms level to make this as streamline as possible

Thank you

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SELECTED ANSWER

replied on July 28, 2024

Well, looks like Forms doesn't support such action for now, because if a user has no license, or already left the company, it will be an invalid user of the system, thus Forms will not display its information in the frontend interface, so there is nowhere to filter instances/tasks related to this user. This may be a valid use case we can consider in the future, let's wait to see if more votes on this.

You may contact your reseller to run the above query for you, see if you can get any luck.

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Replies

replied on July 26, 2024

Hi Andrew,

You can use a query to find out the active user tasks assigned to a user with a sql query, like

SELECT wi.bp_instance_id, wi.current_step_id, wr.resume_id
  FROM [dbo].[cf_bp_instance_approvers] as ap 
  left join cf_user_snapshot ss on ap.user_snapshot_id = ss.id
  left join cf_bp_worker_instnc_to_resume as wr on ap.resume_id = wr.resume_id
  left join cf_bp_worker_instances as wi on wr.worker_instance_id = wi.instance_id
	  where ss.displayname = 'ADMIN' and ss.username = 'ADMIN'

Here I find all the user tasks assigned to the user ADMIN, and output their main instance id, task resume id and user task step id, you can have a try.

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replied on July 28, 2024

Hey Zhiyong,

We don't have access to the SQL directly as that's managed by our reseller. I think this is probably what they used when they did it the first time, although setting this up is a cost I want to avoid. I was hoping there would be something on a Forms level we could use

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SELECTED ANSWER

replied on July 28, 2024

You may contact your reseller to run the above query for you, see if you can get any luck.

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replied on July 28, 2024

Thank you, Zhiyong. I think it'd be beneficial if we could search Monitor for User, as with the increasing amount of individual forms being made it'd speed up the process for finding these forms where the only information we're given is something like "please reassign all of X's users forms to Y"

We're looking at going to 11.0 at the very least but for those still on 10.4 it'd be a nice quality of life upgrade

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replied on July 25, 2024

We're still using 10.4 for our main portal and I can't seem to figure out if there's a way to view a user's LF inbox or to search the whole of Monitor for tasks assigned to that user.

I'm not entirely certain about 10.4 as I haven't used that in a while. That said, on the current version, there is a "Tasks" tab in the Monitoring section that will allow you to filter all tasks by who they are assigned to. From this section, you can also perform reassignments by checking the boxes of the tasks you wish to reassign and clicking the "Reassign" button in the top right.

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replied on July 25, 2024

That feature also exists in 10.4, although you can't search by user or even change the sorting order. I checked to see if the element was just hidden in HTML to double check but yeah, just not there for 10.4

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Forms 10.4 task reassignment for users who don't have a license

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