Assigning Form Interactions as Tasks

Last Updated: 08/10/2016 Introduced in Verision: 2.0

Forms can be assigned to specific users or groups for completion. The principal effect of assigning a form is that it appears in the Tasks list of every person to whom it is assigned. Also, by default, the assignee is sent an email to the task.

Assign a form in the Flow Designer. In the Properties panel, under the section Form Assignment, select Assigned from the Assignment drop-down list.

Example

Our example flow will assign a form called Submit Bid to the user Nancy. When Nancy logs in, she will see the form assignment in her Tasks list, under the My Home root folder. Once the form is submitted, the assignment will disappear from the Tasks list. Our example assumes that Submit Bid has already been created and saved in our Designer Folder, and that we are currently logged in as the user who will receive the assignment.

To begin, navigate to a Designer Folder and click the Create Flow button. For this example, this is the same Designer Folder that contains the Submit Bid form.

In the New Flow pop-up, give the flow a name and click OK.

This simple flow will contain just the form that will be assigned. In the Flow Designer’s startup window, expand the Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category. Select the Submit Bid Form component and click Add to add it to the workspace.

Next, connect the outcome paths of the flow.

Click on the Submit Bid form.

To assign this form to Nancy, from the Properties panel, under the section Form Assignment > Assignment, select Assigned from the Assignment Type drop-down list. Note that if the Guest account is enabled, the Assign To Guest option also appears as an assignment type. (See the Guest account documentation for more information.) The InSession assignment option gives assignment automatically to the current user of the flow running the form. This is useful if a process uses multiple forms; the first form could be set to Assigned and then subsequent forms could use InSession assignment, which would automatically default assignment to the initial assignee.

Several new property subsections appear to configure this assignment: Assignment Name, Assignment Action Name, Assignment Description and Assignment Type. Under Assignment Name, select Constant from the Mapping Type drop-down list, filling in the resultant Value field with “Submit Project Bid.” This will be the name of the assignment when it appears in Nancy’s task list.

Under Assignment Action Name, select Constant from the Mapping Type drop-down list, filling in the resultant Value field with “Please fill in a bid for this consulting project.” This will be the assignment Action that will open the form.

The assignment description provides a description for the task that is used in notifications. By default, the assignee receives a pop-up notification in the Portal regarding the assignment, and also an email with a link to the assignment. These notifications are established under the System > Notifications folder and can be changed by an Administrator if needed.

Assignment type is typically left as-is, with a Null value.

Next, configure the assignee under the Assign section. Assignment uses an email address for the assignee, or the group name. There are the following options:

Pass in a variable representing the assignee’s email address by building an array.
Assign to a role.
Specify users and/or groups explicitly.
Assign by permission.

Assignment Using an Array of Users/Groups

The first option under the Assign section is Accounts and Groups, which lets you specify a combination of users and groups. Use this option if you wish to pass in variables representing an email address, even if it is just for one user. Note that a collection of user email addresses cannot be used as input; this step only allows singular input data of type string.

Select the Build Array option, and then specify the variable representing the singular email address for the first item in the array, Item 0.

Assign by Role

The assignment by role option allows for the task to be assigned to any user or group defined as having a certain role. Roles must first be specified under System > Common Data Elements > Assignment Roles. A role is created, and users and groups are added to that role. To use an assignment by role, click the Assign to Role browse button and select the desired role.

Explicit Assignment

Explicity assignment creates assignment to a specific user and/or group. Click the Add button for the respective assignee and select the user and/or group. In the example, both a user and a group are assigned. Whomever processes the task first will complete the assignment, causing the task to disappear from the remaining assignees’ task list.

Folder Permissions Assignment

Assignment by folder permission creates task assignment for any user and/or group having permission to the folder where the assignment is found.

Under the Folder Permissions section you can select from the following permissions:

Use: allows user to use items in this folder without having any other permissions to the folder. For example for a user to be able to use any of the designers, they need to at least have can use permission on /System/Shared Designer Elements/
Open: allows user to open folder tree
View: allows user to view this folder in the folder tree
Edit: allows user to edit designer entity (for example: edit report or flow) in the folder
Add: allows user to add entities to a folder. For example if the folder is a designer project, it allows user to add flows/rules/etc to that folder
Delete: allows user to delete an entity in the folder
Administrate: gives user all permissions to the folder. Allows things like managing permissions on folder, renaming folder

In this example, explicit assignment is used to the user

In the portal, navigate to My Home. The assignment Submit Project Bid appears in the Tasks panel.

To complete the form, select User Info and, in its Action menu, select Please Fill the form.

Once the task is complete, the assignment is complete, therefore it will be removed it from Nancy’s Tasks list.