Assign task to user (via lookup) in SP Designer workflow

I would appreciate advice on the best way to assign tasks to specified users via a workflow.
For example, I would like to assign a task to the manager of each department, depending on various values checked in a workflow. The best solution I have come up with is to create a lookup table that includes two fields:
1. Department
2. User
The workflow would check for a match on Department, and then assign the task to the corresponding user.
Is this a reasonable solution, or does anyone have a better option?
Many Thanks

Hi,
Based on your description, my understanding is that you want to assign a task to the manager of each department via a workflow.
I have did a test with your method, it is reasonable.
Create a custom list named ‘custom’, create two columns, ‘department’ with the type of “Single line of text” and ‘manager’ with the type of “Person and Group”.
Create another custom list named ‘custom12’.
Create a Lookup column called ‘Department’, Get information from: ‘custom’, In this column: ‘department’.
The ‘manager’ column with the type of “Person and Group” can’t be lookup
Open your site with sharepoint designer, choose the ‘custom12’ to create an approval workflow.
Click those user->Workflow Lookup For a user->Data source: custom; Field from source: manager; Return field as: Display Name. Field: department; Value: Lookup for Single line of text. Please refer to the screenshot.
5. Publish the workflow.
Please don’t hesitate to let me know if there still exist some confuse.
Best Regards,
Wendy
Wendy Li
TechNet Community Support

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Human Task : assign task to user at runtime based on some conditions

HI ,
I have a requirement that is, Assign task to users/ groups at runtime for approval based on material qty. please help me in design approach to achieve the same.
thanks in advance.
Guru

Hi Guru
You can achieve this with and without business rules. I am assuming you have a payload with element like "qty". In task details page or somehow, this gets filled. Now later on you can have like this:
1. Without Business Rules:
a) Lets assume you have human tasks like ApproverDefault, Approver100, Approver200, ApproverAll etc.
b) After your first Task, add a XOR Gateway. Default path of XOR goes to ApproverDefault. Then you have like 3 more paths with Conditions like qty between 0 and 100 goes to Approver100. Qty between 100 and 200 goes to Approver200. Qty more than 200 goes to ApproverAll.
Quantity
No conditions (Default) -> ApproverDefault
qty < 100 -> Approver100
qty > 100 and qty < 200 -> Approver200
qty > 300 -> ApproverAll.
2. With Business Rules
a) This needs some learning. Please do refer detailed online docs. I am just giving brief steps. Create extra fields of type Boolean in payload like AutoApproved, NeedApproval100, NeedApproval200, NeedApprovalAny etc. Have more meaningful names as per your requirement and human task though.
b) You need to drag and drop Business Rules component and edit it in JDeveloper.
c) First create a Bucket set with Range of Values for Qty field like -infinity to 0, 0 to 100, 100 to 200, 200 to infinity. You just enter rows like 0, 100, 200, and rest is taken care to add these Ranges.
d) Now create Decision Rules. For each range, create a action and set the flag(s) appropriately.
e) See hello world example for exact steps and full understanding.
http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/obpm/11g/r1/firstProcess/firstprocess_obpm11g.htm
Pros & Cons:
a) Without Business Rules is very simple and straight forward. Quick and easy to develop and test. But if you want to control the range of values for qty, you need to modify the process and redeploy. Its kind of tight.
b) Business Rules gives more flexible. You can change qty at run time, provided you use BPM Composer. But takes some learing and needs some debug if it fails like that.
There are many differences and pros and cons. But above are the main ones.
If you are a beginner, go with First Approach for now.
Thanks
Ravi Jegga

When a task expires is not triggered in SharePoint designer workflow

Hi all,
I am using sharepoint designer workflow for document approval and the tasks are assigned in serial.. but the when a task expires event is not triggered.. I have set due date for the task process but still it is not triggered.. Can anyone tell me how
to resolve this issue..
I am using this option to escalate the task to the next approver if it is not completed within the specific duration.. Can anyone tell me if there is any alternative way to do this..

Hi ,
I understand that when a task expires ,the workflow doesn’t create the tasks for next approval .This is how serial tasks works .You
need to complete the first task first before the next task is generated .So you can add actions by change the behavior of a single task .
Open the workflow in SharePoint Designer .Click Approval(1) to modify the approval process .
Choose ‘Change the behavior of a single task ’ on next page .Find the ‘When a task expires ’ section .
Add actions like ‘Rescind task’ (this action completes the task without an outcome) ,’Reassign Task’(reassign current task to another people ), ‘escalate task ’(escalate current task to manager) .
In this way ,the current task is whether completed or reassigned for completion ,then the next task will be created after current task is completed .
For more information about this task action ,please refer to this site:
Workflow actions in SharePoint Designer 2010: A quick reference guide :
http://office.microsoft.com/en-us/sharepoint-designer-help/workflow-actions-in-sharepoint-designer-2010-a-quick-reference-guide-HA010376961.aspx
Thanks
Entan Ming
TechNet Community Support

BPEL how to assign task to users which are kept in DB

Hi,
I want to integrate users stored in table with worklist. For, this I defined sql authenticator at weblogic myrealm, then I see the users at weblogic console. Then, at jdeveloper I search users at human task editor but I see only default provider users , I dont see db users.
do you have any idea what am I missing?

Hi,
Please check forum subject. This forum is only for SAP Business One user. Apparently you are not. Close your thread and post to a proper forum.
Thanks,
Gordon

Assign task and see users from team

Hi,
I am using Vibe 4 with LDAP authentication.
I am desperately trying to use the feature "assign task to user" or to "group".
However, users...

At our organization we use the same dropdown for many different custom forms; job titles. Since Vibe does not allow for the use of the same dropdown...

Project 2013 REST API - getting all tasks assigned to a user

I'm trying to get all tasks assigned to a user to display something like you would see in "My Tasks" using the REST API.
I found this: http://social.technet.microsoft.com/Forums/projectserver/en-US/a5d8760d-8e27-432b-8187-592cadf302ae/get-my-tasks-tasks-via-rest-api-or-web-services?forum=sharepointdevelopment
But it doesn't seem to pertain to Project 2013.
Any idea on how I could do this?
As an aside, I'm having some trouble with finding guidance in the documentation. Are there any Project 2013 developer resources that break things down a little more than the SDK? Everything I've found is pretty Sharepoint-centered, not really getting into
the specifics of Project.

Check the samples folder which gets installed with SDK, there you will find some samples, however may not be the REST but with CSOM you could try something like this, i am sure you would be able to convert this pretty easily, in case required
projContext = new ProjectContext(pwaPath);
var PrjList = projContext.LoadQuery(projContext.Projects.Where(Prj => Prj.Name == newProjName));
projContext.ExecuteQuery();
var GotPrj = PrjList.First();
//DraftProject projCheckedOut = GotPrj.CheckOut();
projContext.Load(GotPrj.Tasks);
projContext.ExecuteQuery();
foreach (var tsk in GotPrj.Tasks)
this.textBox1.Text += Environment.NewLine + "Task Name: " + tsk.Name + " || Task Work: " + tsk.Work +" || Task Remaining Work: " +tsk.RemainingWork;
projContext.Load(tsk.Assignments);
projContext.ExecuteQuery();
foreach (var tskAssgn in tsk.Assignments)
projContext.Load(tskAssgn.Resource);
projContext.ExecuteQuery();
this.textBox1.Text += Environment.NewLine + tskAssgn.Resource.Name + "--Res ID--" + tskAssgn.Resource.Id +
"----Assgn ID: " + tskAssgn.Id + " || Actual Work: " + tskAssgn.ActualWork +
" || Assgn Remaining Work: " + tskAssgn.RemainingWork
+ " || Assgn minDate: " + tskAssgn.Start
+ " || Assgn maxDate: " + tskAssgn.Finish
Thanks | epmXperts | http://epmxperts.wordpress.com

New task assigned to user from CurrentItem:UserField using Assign task action is assigned to different user.

Hello !
I have run into "funny" problem.
I have following workflow:
User is creating item in ListA. In new form he needs to put Manager which is User Field column type. From people picker he is choosing login name Domain\jo (Two letters seems to be important here). User is resolved correctly to John Doe. Item is saved and
added to list correctly. In list view John Doe is displayed in Manager column. In view item John Doe is in Manager field. In powershell Id;#John Doe is as a Manager field value.
Now the "funny" part:
After item is added to ListA workflow is started automatically. Workflow is assigning new task to user from Manager (CurrentItem:Manager) field using Assign task action. Now the new task is assigned to different person i.e. John Dimagio with login name DOMAIN\jod
! When I am logging value to wf history of the CurrentItem:Manager field I am getting sth like i;123#DOMAIN\jod . So value is completely different and wrong.
Can someone explain why is this happening?
My guess is that using two letters login name can cause such case but why ?
Regards,

Hello !
I have run into "funny" problem.
I have following workflow:
User is creating item in ListA. In new form he needs to put Manager which is User Field column type. From people picker he is choosing login name Domain\jo (Two letters seems to be important here). User is resolved correctly to John Doe. Item is saved and
added to list correctly. In list view John Doe is displayed in Manager column. In view item John Doe is in Manager field. In powershell Id;#John Doe is as a Manager field value.
Now the "funny" part:
After item is added to ListA workflow is started automatically. Workflow is assigning new task to user from Manager (CurrentItem:Manager) field using Assign task action. Now the new task is assigned to different person i.e. John Dimagio with login name DOMAIN\jod
! When I am logging value to wf history of the CurrentItem:Manager field I am getting sth like i;123#DOMAIN\jod . So value is completely different and wrong.
Can someone explain why is this happening?
My guess is that using two letters login name can cause such case but why ?
Regards,

Assign Task is assigned to a specific user but the she can not see it in her ToDo list

Hello,
I am currently working on the first process (after upgraded it to LC ES 2 with SP2) and try to test by routing it to the next person but the user could not see it in her ToDo list nor receive any Task email.
I checked for the process in the AdminUI and see that it is currently assign to that user and also check the email configuration but do not see any thing wrong. I also recorded it and see it is assign to that person. I then try to re-assign it to a different person but it still does not show in the next person's ToDo list. So I go to the log file and see there is an error as below:
00000078 UserServiceIm W com.adobe.idp.taskmanager.dsc.userservicev2.UserServiceImpl createTaskFromDialogProperties WARNING!!! You have not specified any Form TLO/DCI settings, and have not specified any input data. This task will be created without any form.Process: 1515F/1515F, Step Name: AssignTask0
I tried to search for the error above but could not find any thing reference to it.
Can any one please advise on how to fix it so the user can see it in their ToDo list when the task is assigned to them.
Thanks,
Han Dao

Hi
It sounds like you have not selected anything on the Presentation & Data tab of the Workspace Startpoint/User Service.
You need to specify:
Your Asset (the form you want to present to the user)
An associated Action Profile (tells the server how you want the form rendered...typically it is set to Default which uses the Render PDF Form process)
The variable to hold your data(typically an xml variable)
Make sure these are set.
Diana

BPM 11.1.1.5 Dynamic assignment of task to user

Hi,
I'm working with BPM 11.1.1.5 (without feature pack). I have a requirement to assign a task to a user dynamically, based on data that I pull from a DB query. If the task expires, I will assign it to another user once again based on a DB query.
I have not been able to find a way to do this. I have tried creating the Participant List "By Expression", where the expression is: /task:task/task:systemAttributes/task:assignees/task:id, where I have previously assigned a LDAP user id to a TaskExecutionData input variable. This does not work!
I've read a number of forum posts where people are trying to do this, but they are either not answered or answered inadequately.
I've read a number of posts where people talk about doing this using bpws:getVariableData() where the dynamic user list is stored in a variable. This would be great, if it worked for BPM as this is exactly what I'd like to do. However, this is a BPEL solution as far as I can see! I haven't been able to find a way to access a declared variable from the Expression Builder form in BPM.
Does anyone have a solution for this, please?
Any help would be greatly appreciated. Is this something that is easier to do in PS5?
Many thanks,
Brian.

Hi Brian,
Not sure if this is what you need, but to assign the BPM work item instance to a participant based on information read from a database table, one approach is to:
1. Read the table and return the userId to a process data object variable upstream of the Interactive activity.
2. Pass the variable with the user id into the Interactive activity's human task.
3. Open the human task, click the Assignment tab -> double click the performer icon in the center -> change the "Build a list of participants using" dropdown to "Names and Expressions" -> click the plus icon -> click "Add a User" -> under "Data Type" change the dropdown selection to "By Expression" -> click the "..." button under "Value" -> expand "task" -> expand "task:payload" -> select the variable that you set the user id to.
I think there is probably more to your question than this, but hopefully it's a start.
Dan

How to Pre-Populate the user information during Assign Task operation

Hi ,
I have a requrirement to Pre-Populate the form fields (Name, Email, Phone etc...) when a task is assigned to a user. The users are dynamically assiged, so I am using the Find User and the Assign Task services to locate and assign the task to the user. Since I have a User variable that is a result from the Find User operation, I was hoping to retrieve the user information with the attributes of the User type.
I tried to use the Set Value service to set the form field (Email) with the email attribute of the User object type i.e.
/process_data/MyForm/object/data/xdp/datasets/data/Form/User/Email   -> /process_data/facilityAuthority/object/@email
However I get the following error when I try to do this - com.adobe.idp.dsc.util.InvalidCoercionException: Cannot coerce object: [B@335d of type: [B to type: interface org.w3c.dom.Document.
Is it possible to retrieve the user information from the User object? If so how do I get the values for the User attributes (Name, Email & Phone etc...) so that I can populate them in the form?
Thanks,
Samanthapudi

Hi Han Dao,
If you are facing an exception of the form "com.adobe.idp.dsc.util.InvalidCoercionException: Cannot coerce object: [B@335d of type: [B to type: interface org.w3c.dom.Document.", It is because the system is trying to cast a Byte Stream into w3c Document and failing. To resolve this we can explicitly cast this byte stream to appropriate data type (String in previous example). To do so we can use a SetValue operation.
As an example
Setting
/process_data/MyForm/object/data/xdp/datasets/data/Form/User/Email   -> /process_data/facilityAuthority/object/@email
results in the exception
so we can modify it to
/process_data/MyForm/object/data/xdp/datasets/data/Form/User/Email   -> string(/process_data/facilityAuthority/object/@email)
Please let me know if this does not resolve your issue.
Thanks

User "wlisystem" has not been assigned task "Task 1"

Hi,
I am having problems executing a task thro' Worklist JSP. My env. is WLS 7.0 on Windows
NT.
I can do a Start Workflow and then click on the appropriate template.
Then, when I click on the task, I get the error (see below)
Any help please? This used to work fine in WLS 6.1.
User "wlisystem" has not been assigned task "Task 1". User "wlisystem" has not been
assigned task "Task 1". Start server side stack trace:
Workflow error: com.bea.wlpi.common.WorkflowException: The server
was unable to complete your request. User "wlisystem" has not been
assigned task "Task 1". at com.bea.wlpi.server.worklist.WorklistBean.taskExecute(Unknown
Source) at
com.bea.wlpi.server.worklist.WorklistBean_1nnm8f_EOImpl.taskExecute(WorklistBean_1nnm8f_EOImpl.java:151)
at
com.bea.wlpi.server.worklist.WorklistBean_1nnm8f_EOImpl_WLSkel.invoke(Unknown
Source) at
Thanks,

Just to be a little more clear, this works fine from the
Worklist Swing application but the same gives an error when
I execute from JSP page. The task seems to execute properly
but still the JSP page gives an error as shown below.
Anyone has experience with JSP workjlist on WLS 7.0 please??!
"SLN" <[email protected]> wrote:
>
Hi,
I am having problems executing a task thro' Worklist JSP. My env. is WLS
7.0 on Windows
NT.
I can do a Start Workflow and then click on the appropriate template.
Then, when I click on the task, I get the error (see below)
Any help please? This used to work fine in WLS 6.1.
User "wlisystem" has not been assigned task "Task 1". User "wlisystem" has
not been
assigned task "Task 1". Start server side stack trace:
Workflow error: com.bea.wlpi.common.WorkflowException: The
server
was unable to complete your request. User "wlisystem" has not been
assigned task "Task 1". at com.bea.wlpi.server.worklist.WorklistBean.taskExecute(Unknown
Source) at
com.bea.wlpi.server.worklist.WorklistBean_1nnm8f_EOImpl.taskExecute(WorklistBean_1nnm8f_EOImpl.java:151)
at
com.bea.wlpi.server.worklist.WorklistBean_1nnm8f_EOImpl_WLSkel.invoke(Unknown
Source) at
Thanks,

CProject user cannot edit (confirm) their assigned tasks

Dear Experts,
we are facing an unexpected behaviour on cProjects: project user cannot edit (confirm) their assigned tasks, because the authorizations at the task level for user appear as Read (authorizations view on task), while on the project definition, for the same tasks the user is assigned Write permissions. Something must be happening in between that we are not getting right.
More details on the configuration behind and the process:
- In Project definition level, project roles (coming from a project template) are staffed to users (business partners)
- Project roles coming from project template are assigned to a project role type with Default authorization set as Read. Because we want all project users to be able to access in read mode to the whole project and tasks; and then be able to edit (Confirm) only their assigned tasks. Except for the project manager role, who has a different project role type assigned wih Admin default authorization set
- After making the staffing at project level, this seems to be working fine: all project users have read access assigned at project structure level and rest of tasks, except the project manager who has Admin authorization. And for each task, the user assigned to the task has write permissions.
- But when a user open the task from the tasks dashboard, and go to the Authorizations tab, then the user has Read permission for the same task, which causes the consequence of not being able to Edit and Confirm.
Can you guide us to understand why the Write authorization is being overriden to Read at user access? Should not the default authorization “read” at project role type be overwritten by the assignment of the user to the task?
Maybe is there other configuration setting that is missing or needs to be checked?
Many thanks in advance,
Roberto

Thanks Ravi, I answer your questions:
1) How did you give write access? - Manually in ACL-Authorisations tab or through selection of responsible role/person in basic tab.
we use the second option. We create projects from templates that have roles assigned to tasks. After we complete staffing in the project, we assign users (business partners) to each project role. After this, automatically, users are assigned as task Responsible and receive their tasks assigned in the task dashboard.
Question here: since we do not use Resources, the field responsible resource is not used/filled- Is this required?
2) Whether the task accessed by the user is in 'Released' status?
yes, tasks are released, so that ther users receive the task in Tasks Dashboard, but due to the permissions issue, they cannot confirm task
The only possible workaround we have found to solve the issue is to assign Write authorizations to all users, but at project level. So the consequence is that users can edit all the project tasks (not only their assigned tasks) and we want to avoid that. We want users to have read access to whole project and write access to their assigned tasks (by staffinf Users to roles)
thanks again for help.
best regards,
Roberto

Automatic Tasks are assigning to the user even the Vacation rule Enabled

Hi Experts,
I have enabled a Vacation rule in bpm/workspace.
But I can see all the tasks assigned in the inbox for that user.
Then I have enabled the Customized rule as the vacation rule and tried to reassign the tasks to an another user.
That is also not happening. Tasks are assigning to the other user.
Our ECM version is 11.1.1.6.0
Went through all the documentations and couldn't find the solution..
Thanks,
Nir

Hi Nir,
When you said
But I can see all the tasks assigned in the inbox for that user.
do you mean the instances that were previously assigned to the user are still there in the user's queue?
Vacation rules let you reassign or delegate tasks assigned to a user once the vacation period begins. If work items are already in their queue before the vacation rule goes into effect, they remain in the person's queue. It's up to the user to reassign or delegate the existing work item instances that were already in their queue.
New instances that arrive once the rule goes into effect however, should be automatically reassigned (or delegated depending on the vacation rule's radio button selected) to the other person.
Dan Atwood

Assign task to specific user

Hi,
I was wondering how do I assign a task to users by following these criteria:
- Users belonging to a specific group
- Specific user

Hi
To assign to a particular participant, you can do the following:
part = participant.find(name :participantName)
participant.next = part

Adding javascript code into user actions assign task operation

Hi all,
I've a severe issue , i searched for a solution and nothing returned till my mind blown , i made a process and put a lot of assign task operations with user actions {"Approve","Reject"} what i want to do is when the user hits Reject action a pop-up window is opening to him to put his rejection reasons / justifications, till now i couldn't find a solution or an article writing about a solution for it, so your help is urgently required.
Thanks in advance & have a nice day.

Hi,
It will not easy to add actions to an OOTB ribbon button, there is a workaround that we can replace it with a custom button.
Here is a documentation about Replacing a Button on the Server Ribbon:
http://msdn.microsoft.com/en-us/library/ff407619.aspx
Another two links about create a custom ribbon button for your reference:
http://msdn.microsoft.com/en-us/library/office/ff407458(v=office.14).aspx
http://sharepoint.stackexchange.com/questions/20646/attach-a-javascript-function-to-an-ootb-ribbon-button
Best regards
Patrick Liang
TechNet Community Support

Assign task to user (via lookup) in SP Designer workflow

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