Question

Can a Workflow see task assignments in a Forms process?

Forms Workflow

Updated two days ago

asked on June 9

I have a Forms process that assigns tasks to users who have "Forms Authenticated Participant" licenses and thus cannot access the repository. I have a workflow that sends the user a reminder periodically if they delay completing the task, as shown below.

The only time this doesn't work well is if the task gets reassigned to a different user. The workflow can tell who the task was originally assigned to by examining variables with a "Get Business Process Variables" activity, but it has no way of knowing who the form is currently assigned to.

Below is the relevant fragment of the Forms process.

My question is, "When a workflow is called from Forms, is it possible for the workflow to know to whom a specific task is assigned at the time it runs?"

This request from 2017 seems related, but the OP didn't provide the clarification requested by Miruna, and the conversation ended.

How to get User Task User Name in Workflow - Laserfiche Answers

We're currently running Laserfiche 11 but expect to upgrade to 12 in the next few weeks.

Thank you!

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replied on June 9 • Show version history

I don't think Workflow can see who an active task is currently assigned to; it can only see who completed a task.

Have you looked into the built-in reminders, or is there a reason you needed to use workflow?

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replied on June 9

Thank you, Jason. The reason for the workflow is so I can attach the file from the repository that the user will need to complete the transaction. These users are licensed as "Forms authenticated participant", so they can't access the files directory.

That said, your suggestion might be a compromise if I can't get all the way. The Original user gets the doc in an email as soon as someone sends them the task.

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replied on June 9

I hope it works out for you.

On a side note, you may want to look into converting to the newer "Participant User" licenses; these licenses cost a bit more than the older Forms Participant User, but they're still much less than named user licenses.

The Participant User license is similar to Forms Participant, but with the added benefit of read-only repository access.

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replied two days ago

I have a SQL view of in progress task based on information from this post. Could your workflow look up the currently assigned user from the Forms SQL db?

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Can a Workflow see task assignments in a Forms process?

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