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Question

Can I initiate a User Task from a Workflow?

Forms Workflow
Updated March 17, 2015
asked on March 17, 2015

I'm creating a Business Process on an instance of Forms that's already being used (and was originally set up and configured) for a completely different administrative process - my BP has no relationship to the existing BPs.

 

I need my User Task notification emails to come from a different email address than the one globally configured in Forms - that email address is appropriate for the administrative process forms was originally configured for, but not for the BP I'm creating.

 

I think this means that rather than just create a User Task in my Business Process (which would send the notification from the globally configured email address), I need to do it in a workflow so I can specify all of the email details explicitly.

 

Is this possible? I know you can make a workflow into a business process but I'm having trouble seeing how you can choose the tasks available in the Process Modeler (e.g. User Task) when creating a workflow.

 

Thanks in advance.

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Answer

SELECTED ANSWER
replied on March 17, 2015

There is no built in way to assign a task in Forms using Workflow currently. At Empower 2015 it was talked about quite a bit that Forms-Workflow integration is something that is actively being worked on for future releases.

If you have the username of the employee, you could pass that to Workflow before it assigns the task using a Service Task. Then with Workflow do a database lookup of the email address for that username and then send the email with the specifics you need. I would also setup the User Task in Forms to not send an email.

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Replies

replied on March 17, 2015

I don't believe this is currently possible with Forms and Workflow. The problem you have currently is being able to tell Workflow who it should send the email to. Since Forms doesn't know until the form instance gets to the user task, it's not likely that you could pass that off to Workflow to send the email.

Is it not possible to create a generic Laserfiche Notification account that all emails get sent from?

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replied on March 17, 2015

Thanks for the reply Blake. The reviewer is a variable on the form (initiator chooses who should perform the review), so I could pass at least the username to workflow. Are the other pieces of a User Task (e.g. actually assigning the task in Forms) possible in Workflow?

I was considering the generic email idea as a backup, I will have to look into whether policy will allow for that.

 

Thanks again.

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SELECTED ANSWER
replied on March 17, 2015

There is no built in way to assign a task in Forms using Workflow currently. At Empower 2015 it was talked about quite a bit that Forms-Workflow integration is something that is actively being worked on for future releases.

If you have the username of the employee, you could pass that to Workflow before it assigns the task using a Service Task. Then with Workflow do a database lookup of the email address for that username and then send the email with the specifics you need. I would also setup the User Task in Forms to not send an email.

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replied on March 17, 2015

Ok, thanks!

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