Question

Teams Task for New and Returned Forms

Forms Version 10 Business Processes How To

Updated November 24, 2024

asked on November 21, 2024

We have a form that routes to a Teams task where it comes in as unassigned and available for anyone on the team to pick up. If information is missing or it needs corrections, they are able to send it back to the previous submitter. When they correct and resubmit, can we use the same "teams user task", but have it automatically reassign to the user who returned it? Is this possible, or would it have to be two different user tasks?

I understand that user can be stored with a hidden field when it's first returned, but I'm in the dark on how to have it know how to assign based on new and returned, etc. If anyone has accomplished this and has ideas, any help or guidance would be greatly appreciated.

Thank you

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Replies

replied on November 21, 2024 • Show version history

Hey Bill,

That's an interesting concept for a 'changes required' loop. Whenever I set these up for our forms, I try to avoid things like the last submitter as that person may be on leave and have the task sit there in their inbox, requiring an admin to manually track it down and reassign.

If you're okay with using multiple tasks instead, you could set it up so it's something like this:

Keeping returned tasks in their own specifically labelled task could be a good practice so that the person revisiting the submission is fully aware its had amendments. You could then capture who the form should be returned to on submission by having a default value for the current user applied in a hidden section that doesn't save if hidden, and make it appear on the condition it needs to be sent back:

Hope this helps or can point you in the right direction. I'm also curious if using the last submitter for a team task is an option as I've never seen it done before.

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replied on November 22, 2024

Thanks, @████████. I may end up going this route as I've never seen it done either. Was just trying to accomplish using one user task, if possible.

Also, I've never used or really fully understood the "Team based on variable" option with the dynamic filters, and was hopeful something could be done there to accomplish this.

I appreciate you taking the time to respond.

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replied on November 24, 2024 • Show version history

From what I've read here for the filtering, it won't work in this scenario as it needs to run each time the task is created. If the last submitter for the task in that instance doesn't exist, such as when the task is first created by the user submitting the form, then it'll suspend and you'd need to reassign the task manually.

While not best practice you could also simply have two tasks with the same name in the business process. This would create the illusion of one single task in the user's inbox when looking at their unassigned tasks. This would create a separate entity in the reports, however.

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Teams Task for New and Returned Forms

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