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Forms Cloud - No Match Found when selecting a Task user by specific task ID

Forms Laserfiche Cloud
Updated July 30
asked on July 29 • Show version history

I am following the Cloud documentation for assigning a task to a user by Task ID and it keeps telling me No match found. Why? Also why is it asking me for the name of the task when I already specified the task by unique ID?

https://doc.laserfiche.com/laserfiche/en-us/content/pa-bp-build-var.htm?Highlight=_submitter#Finding

Update: found the option to use only task ID but still says No match found.

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Answer

SELECTED ANSWER
replied on July 30

Thanks for the extra detail!

Like what Steve suggested, there's a purpose-built feature for this that avoids variables entirely: assignment rules.

Open the user task and set Assign to → Team. Click Add assignment rules and

    Include task participant(s):  <the task before the approver>

At run time this looks up who actually completed that task in this instance and assigns the task to that person, and only that person. It reads the real completion record rather than a variable, so it works no matter how the earlier task was assigned — specific user, team, or reassigned partway through — and it's completely unaffected by read-only forms.

Setup: you'll need a team containing everyone who could ever perform that earlier task; the rule then narrows it to whoever actually did. The resolved person has to be an active member of that team.

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Replies

replied on July 29

I use the Assign to Team and apply the "Add assignment rules", where I choose the "Include Task Participant" from the previous task I need to capture the submitter from, which will then assign to the submitter from that task. 

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replied on July 30

Thank you! This was the missing piece as I was just trying to use a variable similar to where we find previous submitter and previous user submitter.

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replied on July 29

Hi!

The short answer is that the user task variables in that help topic can't be used in the Assign to → Users field. That field isn't a variable field: it only accepts accounts, teams, and the specific variables offered in its own dropdown (the arrow button at the right side of the box). Anything typed into it is treated as a search against your user accounts, which is why you get "No match found."

What the Assign to → Users dropdown does offer:

  • Initiator — who started the instance
  • Previous submitter — whoever completed the immediately preceding task
  • Form submitter
  • any single line / multi-line / email / radio / dropdown field from your forms

 

So if the task you care about is the one right before this one, use Previous submitter.

If you need an arbitrary earlier task, capture that task's submitter into a form field and assign to the field instead:

  1. On the form used by the earlier task, add a Single Line field (call it e.g. `ApproverStep1`). You can mark it read-only, or hide it with a field rule — it still stores a value.
  2. Set that field's default value to the Current user → Username token. When that task is submitted, the field holds that person's username.
  3. On the later task, set Assign to → Users, click the arrow button, and pick ApproverStep1 from the list.

 

One caveat: the default value is evaluated when the form is opened, so if the earlier task gets reassigned, the field reflects whoever actually opened and submitted it. That's usually what you want for this scenario.

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replied on July 29 • Show version history

The caveat and the fact that some tasks are read-only would be the problem with this approach. The previous submiter is always the one who denied it, we are not going to send it back to the person who denied it. It needs to go back to the task from before it goes to the approver. How can we do this when default value will not work.

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SELECTED ANSWER
replied on July 30

Thanks for the extra detail!

Like what Steve suggested, there's a purpose-built feature for this that avoids variables entirely: assignment rules.

Open the user task and set Assign to → Team. Click Add assignment rules and

    Include task participant(s):  <the task before the approver>

At run time this looks up who actually completed that task in this instance and assigns the task to that person, and only that person. It reads the real completion record rather than a variable, so it works no matter how the earlier task was assigned — specific user, team, or reassigned partway through — and it's completely unaffected by read-only forms.

Setup: you'll need a team containing everyone who could ever perform that earlier task; the rule then narrows it to whoever actually did. The resolved person has to be an active member of that team.

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replied on July 30

This is perfect as the original task was done by a team to start with, and that is why we did not know who completed the task. I implement it this morning, thank you!

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