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Question

Simultaneous/Parallel Form Review Questions

asked on July 23

Dear All,

Can anyone please help throw some light on the question: I understand that it is possible to have multiple users review a Laserfiche form simultaneously. My questions are

1. Is it possible for  Laserfiche to merge all  the different inputs from the reviewers so that one has a form with all the various inputs captured and merged.

2. During the simultaneous review, is there a possibility that the form is locked because two reviewers are simultaneously reviewing the same field at the same time? Or same fields can be reviewed simultaneously and independently?

3. If all the parallel reviewers approves the form after review, does one Use an inclusive gateway to merge all the inputs before going to the next step?

4. How does one chart this process, perhaps a diagram to illustrate how this can be configured.

 

Thanks in advance

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Replies

replied on July 23

1. Yes, it depends on what inputs they are using.  If each review is entering single or multiline text, you can give each reviewer their own variable and then use a formula on a separate one that pulls each response in. Depending on your format, you may want to add a formula to CONCATENATE and have it display the way you want such as separating by a comma or a user's name.  

2. I don't believe you can do this if you are using a parallel option.  However, you could send this to two reviewers at a time and that would lock the others out until those reviews are done.

3. If you use a parallel gateway, you will need to end with a parallel gateway to close it out and bring the form back together as one step.

4. A simplistic setup looks like this:

 

However, there are some variations you could use depending on how you want to control.  You could move the Final Reviewer to a step that works almost in parallel to act as a monitor for the 4 reviewers.  As each review adds notes, the final review can see them instead of waiting until all 4 are complete.

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replied on September 3

Thanks all for your comments. Apologies am just gettng back. Been indisposed.

I have sme clarity now from all the answers. How ever my scenario has changed somewaht.

1. I have a scenario where notifications will go to a set of people based on those people being selected in a form. I configured an exclusive gate way with condition to handle this. My challenge  now is how to send notifications to these same people when the approver reverts with a comment. How do I ensure that revert notificatiosn go to ONLY those people selected at the start of the process?

2. In the outgoing notification based on selected Users, I configured for all Users who could be selected for the review task, do I also configure revert notification for all Users when there is the apprver reverts with a comment? So this leads to the first question of how to ensure only the previously seected persons receive the revert notifications.

3. Do i also use an exclusive gateway to split the revert notice to all....

Not sure how to handle this.

Please help.

 

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replied on September 3

It would probably be easier to combine all the emails selected into one field.  Is there a limit to the number of notifications?  How are they being selected in the form?

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replied on September 3

There is one revert notification from an approver that will be split to the participants selected at the start of the process.

Also, the reviewers are selected in a drop down field on the business form prepopulated with the Users

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replied on September 4

If the users are selected in the first form, and there is a limit the max amount that can be selected, you could move all the email addresses into a single line field with a "," using a concatenate formula.  Then you can use that field in the Send To for any notification piece and it will use the same email addresses each time.  

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replied on September 4

Thanks Angela. But am not clear with your explanation. Also remember the emails must be dynamic because the form selecton changes all the time.

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replied on September 6

Are you saying the selection of those who need to be notified will be changed throughout the process?

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replied on September 8 Show version history

Hello Angela. THis is the scenario...At the start of the process lets say i select 6 names from a drop down to fill a form and send for review. After the reviewer finishes his review, he reverts the form. Now how do i make sure that only the 6 that were selected previously will receive the revert? How do i configure the business process such that only the initially selected 6 people will receive the revert?

or that only those selected will receive the revert 

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replied on September 8

Does revert mean the form is being sent back to the form initiator?  Are the 6 names selected from a table or individual drop-down fields?  Are the 6 people receiving a task or an email?

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replied on September 11

Yes the revert means sent back for feedback.

The 6 names are selected from a drop down list. 

The 6 are receive a task with mail.notification. Since they reviewed a firm and sent it for approval, the approver can send it back with comments before giving approval.  

Note also that each time there is a review, the number of names selected can change. It may be 6 or 3 or 5. The important thing is that only the selected names should get the reverted form

 

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replied on September 12

I saw you started another post on this as well, and what Kevin and Zac are saying is the same.  If the reviewers are changing on each step, you need to capture all the email addresses of those selected in another field and use that as your Send to.  You can use a concatenate formula in a single line field and separate them by semi-colon, so your value becomes a cluster of email addresses.  I'm not sure if you drop down is in a table or free form though, that will make a difference.  If you are using a loop and it the approver is changing the original values, you may want to run it through workflow and null out the first selected values so its new each time.  

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replied on September 12

Hello,

The reviewers are actually not changing on each step. The reviewers are selected once at the start of the process.  AM exploring  using retrieve process variables to retrieve the variables from the dropdown list at the start of the process and use that selected list as a token which i can now add to task notification.

 

The otehr challeneg is that LF Cloud does not have retieve process variables...So am researching  how to do that in Cloud

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replied on September 12

If it's the same number of reviewers per instance, then you can just use a formula on a single line field and concatenate all the email addresses listed separating with a semi-colon. Then use that as your Sent To.

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replied on September 12

Yes i get you Angela, but  it needs to be dynamic. Email needs to go to only the users selected at the start of the process. If i concantenate all the emails, how will the reverted form go to only selected Users email?

If I select Users, A, B, C out  ABCDEF, then when the form is reverted, the task/email needs to go to only ABC.

If i start another process and select DEF out of ABCDEF, then the reverted form should go to DEF and not ABCDEF? YOu catch my drift.

A token needs to represent the selection so it will be dynamic but how to set that up.....No clue yet!

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