Symptoms

Can you Assign Tasks to Shared Mailboxes in AD
 

Diagnoses

We are converting an app to K2. In one activity, the task needs to be assigned to a very large overseas group with a different manager no involved in the project. They already have shared mailbox setup. We did a test and assigned a tasks to a shared mailbox with 9 users connected to the mailbox. They all got the notification.

However, of course, the task DOES NOT display in their workspace tasks list.

However, we were able to action the task using SmartActions sent BUT, we noticed that K2 then tried to action the tasks as many times are there users on the mailbox, so the first one actioned, and then we got 8 additional error emails saying the tasks no longer exist.

Is the ONLY solution to convert the Shared Mailbox to an AD Security Group or is there an additional way around this?
 

Resolution

We recommend using an AD Security group, as a shared mailbox will behave like an AD user the task is only assigned to this AD user account (perhaps why the users in this shared mailbox does not see the worklist item in K2 Workspace/SharePoint Worklist Webpart/Smartforms Worklist control).

As such, if the client event contains a task page (Smartforms, Sharepoint, InfoPath) it will not be accessible to any of the users of this shared mailbox.