Question

Dynamically Assign Task Participants

Forms

Updated January 19, 2016

asked on May 20, 2014

I have a customer that needs to be able to dynamically assign Task Participants in Forms for an approval process. I've setup a SQL table that has a column for the user id and a column for the department they are responsible for. I then have a Lookup Rule that uses the department selected from a dropdown to fill another field, "Approver", with the user id of the associated approver from the SQL table. This lookup is functioning properly. I then assign the value from this "Approver" field to the Task Participants portion of a User Task. Once again, this part is working correctly. It assigns it dynamically based on the table, emails correctly, and allows them to approve/reject it.

The issue I have is if there is more than one approver I need to assign as a Task Participant. I am currently pulling all approver's user ID's into a multiline field with each seperated by a semicolon (e.g. JohnSmith@demo.com;JaneDoe@demo.com) and then trying to assign it as a Task Participant. It allows me to attempt this but shows a status of "Failed" when I try to run it. In the Application Event Logs it says "No participants are assigned for the user task: Approval. This error may occur if a user task is assigned using a variable that does not contain a valid username.". I assume it does not like the format with the semicolon delimiter.

Is there a different delimiter I should be using to pass multiple task participants in simultaneously or is it even possible? I understand I could have several fields (e.g. Approver1, Approver2, Approver3, ...) but am hoping to make this as dynamic as possible for this customer. Any help is appreciated.

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Answer

SELECTED ANSWER

replied on May 22, 2014

I believe that assigning a group to a user task is one of their highest requested features, so I would look for it in the next version of Forms. I would guess some time around November or December.

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Replies

replied on May 21, 2014

This is an interesting question. I honestly do not know if their is a standard delimiter. You may want to use the extra fields in that situation. It is interesting that no LF Employees have responded, but I do hope to see what they have to say.

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replied on May 21, 2014

I do not believe this is currently possible using a lookup rule. The reason it is failing when using a coma or semicolon is because it grabs the entire value and decides it is not a valid username so it can't assign it. It would be nice if you could somehow assign multiple task participants using a lookup rule though.

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replied on May 22, 2014

That's pretty much what I'd figured but wanted to throw it out here in case someone had found a way or so Laserfiche would add the ability in a future version. Although if they'd just let me assign an AD group to a task instead of just a user then I wouldn't have this issue in the first place.

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SELECTED ANSWER

replied on May 22, 2014

I believe that assigning a group to a user task is one of their highest requested features, so I would look for it in the next version of Forms. I would guess some time around November or December.

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replied on January 15, 2016

Hi there,

Forms 10 supports retrieve multiple values from Collection/Table rows . So you can have multiple values in a Collection, and use that in the User Task assign to.

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replied on January 19, 2016

Thanks a ton for following up on this Abby. I saw that new ability at the conference last week and this was the first thing that came to mind! I can't wait to get to utilize all of the new features in forms 10 and thank you again for taking the time to dig through an old thread to provide updated answers. Just one of the many reasons both Laserfiche and the community it creates are so wonderful!

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