Approval workflow - can I consolidate many employees to a single manager?
Hello,
I need to design a workflow to check that users are still authorised to access a system, on a periodic basis.
I will supply a list of users and their managers, as a list onto the SharePoint.
The workflow will email each manager asking if they approve or reject their employee's access to the system. In each email, there is a link back to the SharePoint to allow them make their decision.
The issue I have is that some manager's are responsible for 30 or 40 employees. I do not want that manager to get 30 or 40 separate emails.
I'd like that manager to get a single email, with a link back to the SharePoint, where they could see their 30/40 employees with two checkboxs against each entry - approve/reject, or some other method to consolidate the manager's action.
I've been advised by my developer that it's not possible, but perhaps people here know of workarounds?
Thanks,
John.
Hi JS100JS,
In theory you should be able to accomplish this by:
Part 1
1. Adding a new column to the task list called employee.
2. Then in your workflow create a task for each employee and set the employee column for each task.
3. Once all the employees have tasks. send an email to each Manager with a link to the task list
Part 2
Setup a view on the task list. To do this:
a. Go to the task list
b. Click on the "list" tab at the top of the page
c. Click on Modify View
d. display only the columns you want the manager to see in their approval list
e. Under the Filter section, filter by "Assigned To" and set it equal to [Me]
This way the managers will only see tasks assigned to themselves.
Make sure the view is setup as the default public view.
Please let me know how it goes and if you need any additional help.
Good Luck!
Alex
Similar Messages
-
Hello,
I have created approval workflow using SPD.
While sending notification to approver, we need to mention link for viewing : [%TaskProcess:Item Title%][%Variable:InternetLink%] and for approve/reject : [%current task: form_URN%]
So is it possible to have one link, where reviewer can review document and approve or reject it. he/she should not have to go again to mail and click on another link.
Thanking you in advance.
Regards,
Jayashrihai
go for DispatchAction class and then pass as parameters
refer struts complete reference...
it will solve ur problems.. -
Background: SP2010 SP2 with March 2015 CU installed. Using the built-in Approval - SharePoint 2010 workflow on a library. The Approval workflow does send email to individual users when users are specified in the Approvers field instead of a group. We
need to use a group. The workflow reports the error email recipients are not valid. I don't see anything in ULS logs. The Exchange server tracking logs do not show the emails to the AD group being processed (no evidence they are even received into Exchange,
but all other mail from SharePoint goes through, including the workflow's email to the workflow initiator). I can send email to the AD group from Outlook and all group members get it.
To send Approval workflow email to a mail enabled AD Universal Security group, what
exactly are the requirements?
Q1. Does the SharePoint\system account (aka web app pool account) *absolutely* need to have a mailbox?
If so, I need some clarification. I saw
http://www.spdev.info/2012/11/using-security-groups-with-workflows.html which was offered as a solution in another post. It says "To allow SharePoint to email the mail enabled security group you need to either create a mailbox for the SharePoint service
account, or attach the email address provided in the Outbound Email Settings as an additional email alias for a mailbox." Then it says you need to do *both* - create a mailbox for service account *and* add the outbound email settings address as an alias
in the *service account's* mailbox settings. Well, we can't do the latter. We are using a dedicated AD account with a mailbox for SharePoint mail settings purposes, and no two mailboxes can have the same alias.
I tried adding the AD account specified in the Reply From: outbound email settings (Reply To: is set to a distribution list) to the AD group's "Message Delivery Restrictions" and UNchecking Require that all senders are authenticated (even
though the AD account does authenticate). I tried allowing All Senders and UNchecking Require authentication (though that leaves email address open to spammers), but neither worked.
Q2. Does the AD mail enabled group need to be synchronized via User Profile Sync?
We currently only sync users. I do see the AD groups (we use AD groups into SharePoint groups security model) in SharePoint's People and Groups, and the mail address for the mail enabled group is *not* present in the properties. Is it a requirement to sync
the AD groups so that the email address shows in the AD group's properties in SharePoint?
The AD group is in a SharePoint group with Approve permissions. The individual AD group members are also in another AD group in a SharePoint group with Contribute permissions. I even placed myself in the AD group to test whether permissions issues; I am
farm admin. All SharePoint groups are set to allow Everyone to read the group's members.
This is driving me crazy.
Thanks,
JoanHello Victoria,
Thank you. I have an update. I got the workflow working. Turned out to be two separate unrelated issues:
(1) invalid email address for recipient was because the email address of AD group was not present in SharePoint's properties for group. Also why nothing appeared in Exchange Server tracking logs; the email was never sent from SharePoint. Once this was remedied
(explained below), the Task Assigned email was sent out to the AD group.
(2) the Task Assigned email was rejected by Exchange for reason 550 5.7.1 RESOLVER.RST.AuthRequired. The Exchange tracking logs clearly showed this. Setting the AD group's properties Mail Flow Settings, Message Delivery Restrictions to "Only senders
in the following list: <the domain account of the email address specified in SharePoint outgoing email Reply From setting>" and UNchecking "Require that all senders are authenticated" allowed the Task Assigned email to go through.
Answer to Q1: It is not required for System account (aka web app pool account) to have a mailbox when the SharePoint outgoing mail settings Reply From email address is of a domain account of the domain SharePoint is in. That is our scenario, as I noted we
use a domain service account dedicated for SharePoint mail. I can't speak to other scenarios. The Reply To: does not have to be the same email address; we use a distribution list. And, ever paranoid about spamming because of unchecking require autenticated
senders, I verified that my own account could not send email to the group (Outlook provides message "You do not have permission to send to: <GroupName>").
Answer to Q2: I did not have to sync groups via User Profile Service. What I did do, however, was remove the AD group from SharePoint, People and Groups, Groups list, and readd it. (Note: what I *literally* did was was remove the SharePoint group from all
permissions, remove the AD group from the SharePoint group, then remove the AD group from the Groups list, readd the AD group into the SharePoint group, and reassign permissions to the SharePoint group - Read to top-level site, Read to subsite (has unique
permissions), and Read, Approve to the subsite library with the workflow. In order to start clean. When I readded the AD group to the SharePoint group, it came in with an email address; email address now shows in the group's SharePoint properties. I noticed
that the format was GroupName instead of Domain\GroupName. (I had originally created the AD group as a Global Security group, added it to a SharePoint group, *then* (after I found out about that requirement when first troubleshooting workflow) converted it
to Universal and mail enabled it.
I suppose, would syncing groups would fix this issue of SharePoint not updating AD group changes?
Additional note: I first gave the AD group Read to the library directly instead of giving Read to the SharePoint group, tried the workflow, and the email was sent. I then removed the AD group's direct permissions to the library and added the SharePoint group
to the library and that also worked. So I was able to use the AD group in SharePoint group (I had read in one post that would not work).
Thanks,
Joan -
Can I consolidate various vaults into one single vault?
I've created various vaults and I now wish to consolidate them all into one single vault. Can this be done in Aperture 3?
You need to create a new vault that encompasses all the images in the various vaults then delete the others. I know of now way to combine vaults- except to import them all into a single library.
DLS -
(approver) for PO approval workflow ?
Hi everybody,
Quick question:
The WF guy told me that the PO approval workflow (1 step) works by default with the immediate manager (the manager is the approver).
Im confused with this.. Is this true ? If yes, What is then the purpose of Assign Agents ?
Thanks for your help ! =)
DiegoHi Diego,
This is my understanding...but do check what the 'Gurus' have to say.
It is not just assign agents. It is "assign agents to tasks".Meaning,to approve the shopping cart--you need to assign an agent in the form of a role,user etc.
By defualt,it'll go to your managers inbox--default because the task of approving your shopping cart has already been assigned(assign tasks to agents) to your manager.Does it make sense?
On the same lines--i have two questions:
-Can we assign more than one task to the agent??Say in Diego's case(i-step approval),how many and which tasks can we assign to the agent?
-Some tasks are defined general and some tasks are background and the remaining tasks have nothing defined.Why?What is the difference between general and background tasks?
Diego,hope you do not mind me asking related questions...hope my above explanation makes sense.
Thanks
Priya -
Approval workflow in the rooms
Hello to all,
i need to active the approval workflow for the room's documents.
One member create a new document, and only he and the leader should see the document, and when the leader approve the document the others members should see this document. And all the members can create and uploat documents at the room.
Can sombody helpme??Hi Anna Maria ,
you are right... let's see if a user has read/write access to a folder he/she can see any document in any status.
if another user has read access permission over that folder he/she won't see any document until it is approved.
Of course you need all the user have read/write access.... so
I'm thinking about two options:
1. once an user upload a file you remove the write permission over that file.. you need to develop your own upload app.
2. this is the tricky one...
create a folder for every user in your room, give them read/write permission over their own folder
for example, user01 ---> read/write over the folder named user01 in this room
everyone else only read access
activate the approval process over every single folder.
This way, every time a user upload a document, only he/she and the people in the approval workflow can see it, not his/her partners.
Ok, but now maybe you don't wanna navigate for every folder to see the approved documents, so..
create an index over the root folder
create a query-base taxonomy with a public folder
for the public folder create a query something like
property
Folder IS your <rootfolder>
Finally, create an readonly iView to this folder taxonomy
for example
/taxonomies/<your index>/<your taxonomy>/public
In this iView all the people in the project will see only the approved documents.
You can read about the query based taxonomies here
https://www.sdn.sap.com/irj/sdn/go/portal/prtroot/docs/library/uuid/bd1db090-0201-0010-eaab-82bcdf1c85ae
Regards
DV -
HCM workflow :can it be customized for new employee induction process?
Hi
I understand that workflows can be customized to reflect complicated approval mechanisms.
But can we link e-recruitment and training modules for a workflow on new employee induction training process??
Appreciate any insights into related issues.
BrundaHI Brunda ,
you can do what ever u want with workflow. some topics which will help u
1. identify the trigger point to start the workflow
2. identify the tasks u want to perform in the induction process & create workflow steps for them
3. if standard BUS object is not available then create a custom as per your requirement
4. create custom workflow with the steps created
now the trigger point can be assigned to the custom workflow
Thanks & Regards
Shirish -
Can approval workflow in GRC be avoided
Hi All
i have following query
Following are the steps
1) I am using Oracles Identity Management .
2) User data iam fetching from OIM
3) Iam using SAP GRC 5.3 ( CUP )
4) I am using SAPGRC_AC_IDM_SUBMITREQUEST web service for request Type ( eg ) say New ACCOUNT
5) A request id is generated
6) Now can i provision the user into the SAP backend system without the approval process
7) if yes then let us know how it is done
In short can we bypass the approval workflow in GRC ( as approval has to be done at Oracles Identity Management ) and directly provision the user into the SAP backend system
Thanks
JaganThat's an easy one:
- go to the stage configuration of your provisioning workflow
- chose "No Stage" as the approver determinator
Done.
Frank. -
Can i Cannge the WF_INITIATOR for SRM Approval Workflow.
Hi Experts,
I am facing issue related to sendor name format.
Whenever SRM approval workflow gets triggered then corresponding responsible user(Approver) gets a mail in their SAP inbox.
I checked in the system these workflow runs using RFC_USER user.So approver gets mail with sendor information as RFC_USER i.e. "Sent: Jun 17, 2011 by RFC_USER, Functional ID "
My requirement is to replace this RFC_USER with some other generic user.
Can anybody tell me please how can i achieve this.
Thanks,
Rupendra PandeyHello,
Usually, if I want to do anything unusual with mails from workflow then I create a step which calls a task which calls a new method of my BOR object which calls fm SO_NEW_DOCUMENT_ATT_SEND_API1. In that we can specify Sender name different from WF_BATCH or RFC_USER.
Check the following Code for sending mail.
CALL FUNCTION 'SO_DOCUMENT_SEND_API1'
EXPORTING
document_data = doc_chng
put_in_outbox = 'X'
sender_address = 'SAPSCHED'
sender_address_type = 'B'
IMPORTING
SENT_TO_ALL =
NEW_OBJECT_ID =
TABLES
packing_list = objpack
object_header = objhead
contents_bin = html_tab
contents_txt = objtxt
CONTENTS_HEX =
OBJECT_PARA =
OBJECT_PARB =
receivers = reclist
EXCEPTIONS
too_many_receivers = 1
document_not_sent = 2
document_type_not_exist = 3
operation_no_authorization = 4
parameter_error = 5
x_error = 6
enqueue_error = 7
OTHERS = 8 -
Can we change the name of reassign button in sharepoint 2010 approval workflow?
can we change the name of reassign button in sharepoint 2010 approval workflow?
Shazil AliYes, we can change it. Steps are as follows: 1. Create the workflow in SharePoint Designer 2010 2. Use Start Approval Process action 3. Write your logic and all setting as per you requirement and then publish the workflow once. 4. After this, click on
the workflow name and there you will see the sections as Workflow Information, Customization, Settings, Start Options, Forms. Here you will see a form under Forms section with a name of Approval_x00....... with a type "Task". Click on this form. This form
is an Infopath form that opens up when a task is to be edited (Task Form). This form will open up in Infopath (provided you have Infopath installed on your system) It may ask you the crendentials for security. 5. The task form will open up in Infopath for
editing. Click on the Reasign button and in the top left corner in the ribbon section is the field (Label) having text as "Reassign Task". Change this and then save and publish the form.Publish the workflow once again. -
Routing approval workflow based on employee
We use a calendar in our department to handle time off and whatnot. We currently use the built-in Approval workflow to route all events to the director of the department. We now have a need to route some members of the department to a different manager while
keeping others directed to the original manager. How would we go about implementing a workflow to accomplish this?
Everyone is split into two AD groups based on who they should be routed to, so that's taken care of. I attempted to create my own workflow using the "Set Approval process" command, but the approval process never began (I used "If created by
a specific user" and "If modified by a specific user" as my conditions with the necessary groups). Any thoughts?Hi,
According to your description, my understanding that you want the different members to assign tasks to different managers.
As a workaround, you can create a column for the event type to distinguish the manager, then assign tasks based on the value of the column.
You do as the followings:
1. Create a choice type column with the different departments(different values) in the Calendar.
2. Create a workflow like below(if the department choice column has a lot of value, you may need to have judge for each department value):
3. Publish the workflow.
Feel free to reply with the test result.
Best regards
Wendy Li
TechNet Community Support -
I have inadvertenly created two or more different Apple IDs. How can I learn all the different IDs associated with my email accounts or my name? How can I consolidate the different IDs into one or two?
Go to https://iforgot.apple.com/ and click the blue link "Forgot your Apple ID?"
It will result a page in which you can provide some contact information that may possibly find an existing Apple ID.
How can I consolidate the different IDs into one or two?
This cannot be accomplished. -
Viewing Approval Workflow as a Customer
Viewing Approval Workflow as a Customer
I have a service where there are five service group authorizations. When viewing the submitted requisition as a customer, the following delivery process is presented:
--- Delivery Process ---
Service Group Authorization (Status = In Progress)
Delivery project for <<Service Name>> (Status = Pending)
I was not able to locate where the customer can view the approval workflow. There is just one line in the delivery process (Service Group Authorization) indicating approvals are in process. The customer does not know how many approvers or who is approving.
Emails could be sent after each approval, but this still does not address the concept of the self service by checking the status of the request online.
Is there a way to view the approval workflow as a customer?Angelo - I agree, we've also submitted it as a feature request. Cross our fingers for version 10.
Ed - Where we get a little confused about the feature request process is that, other than finding out in the monthly calls, we never seem to be able to test possible features before they get released. An old one of ours was 'released' until we tested it and worked out that our requirements did not match the functionality.
David... one suggestion, though a bit of a hack, would be to look at the TxActivity table and try and have an insert/included page in the RequisitioneEntry Summary page (requisitionentrystatus.jsp I think) that checks the DB for the given ReqEntry and graphically (or textually) builds a table to highlight the stages. Something we've had a couple of dreams about but haven't moved forward with - it would be something 'external' to the RC application but included in the presentation.
Thanks,
Ant -
Approval workflow in Acrobat X Pro (FRENCH VERSION)
Hello All,
We just use Acrobat X pro in French version. We just want to know how it use to open an Approval workflow for a document. Is it possible with Acrobat X Pro in French version ??
We find the way to start a online revision, but we couldn't find the way to start an Approval workflow with approbation or rejection possibilities.
Anybody could help us (in french or english language) ???
Many thanks.
PascalCtDave, Adobe Acrobat X Pro in Brazillian Portuguese exist?
If yes, where I can download a trial version to test?
Thanks. -
2010 Publishing Approval Workflow not triggered from Office 2010 application
I have a peculiar situation to which I have been Googling for weeks now but to no avail.
Basically, I have configured a publishing approval workflow to fire when the user checks in a word document as a Major version. I tested it and all was fine. I later found that on a select few PC's on the office network the prompt (workflow initiation
form) was not popping up when checking the document in via the office 2010 word client and therefore the workflow wasn't being initiated.
I have gone down many avenues of group policy, SP permissions, AD settings, even reinstalling office but nowhere nearer to solving the issue.
Please bear in mind I have it configured correctly from a SharePoint point of view i.e. checked the box to allow workflow to be manually started & start to approve publishing on major version.
This might be a clue: it works when checking in via SharePoint but not when checking it in via word, therefore indicating a desktop client or office issue.
Does anybody have any knowledge of what triggers the initiation form to fire and what might block it or not register its existence from an office app point of view? Any general comments would be welcome.
Spec of problem machines: - Windows 7 (x32/64), Office 2010 Std, SharePoint 2013 server (but using 2010 workflow in this case).
Marc GrocottHi Marc,
Based on your description, my understanding is that when you check in a major version from word, the workflow initiation form not appear.
In order for Document Approval workflows to work seamlessly with word, you can tick the option: "Allow this workflow to be manually started by an authenticated user with Edit Item Permissions".
Here is a detailed article for your reference:
Approval workflow does not start from Microsoft Word
Best Regards
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Zhengyu Guo
TechNet Community Support
Maybe you are looking for
-
Printing slow on HP LaserJet 4100 MFP wired ethernet
When I try to print to our deparment printer HP LaserJet 4100 MFP - it is extremely slow. Printing a document of 10 pages takes about 20 seconds per page. Our printer has harddisk embedded and around 100 MB Ram. I first noticed printing from Pages wa
-
I have recently purchased a used iPhone 4, when I pulg it into my pc a skull icon appears instead of the apple. The pc also does not recognise the iPhone. The phone was originally purchased in March of this year, so it is under 12 months old. Has
-
I want to open ALL links in new windows only. I have repeatedly unchecked the box in the tab settings but every time I restart, the box comes back checked. This has been happening for a very long time - not new to this build,
-
How do I get the capture to work again?
the day before yesterday I captured media on FCE onto my hardrive with my Canon MiniDV cam with no problem. I haven't moved anything, and yesterday I tried capturing the same media and I got 'dropped frames' so capture stops. I tried unticking "Abort
-
Material in which Costing relevancy has not been maintained
Hi, I want list of materials in which Costing relevancy has not been maintained. From where i can see it...in which table?? Thanks.