Symptoms

In our workflow an email notification should be sent to multiple staff when the form is submitted for approval. The email ids are not static, it should be picked from the smartform. we appreciate any help you could provide on this. The Destination should be Dynamic and should be able to change as users group membership changes.

We first had to resolve the Smartforms issue because we could not get the User Name from the SQL table where the information was coming from.
 

Diagnoses

This is not the easiest thing to do in K2 but can be accomplished with AD Groups, K2 Roles and K2 Studio.
 

Resolution

Smartforms Issue:
We used the SQL SmartObject to call a separate SQL SmartObject using one of the columns of the first. This gave us the email for the user, but we needed to get the FQN. We used the GetUser Method of the UMUser SmartObject to get the FQN from the email address. This worked.

Dynamic Destination:
We used the FQN of the UMUser SmartObject to add them to a AD Group which would be used for Destination Assignment. However, we ran into an issue with the Identity Table Refreshing only every 8 hours. We cant refresh the identity table all the time, so we worked around the issue by using the AD Get Groups SmartObject (AD Service 2 Service) as a role. Please see the following documentation on how to set up a smartObject as a role.

http://help.k2.com/onlinehelp/K2blackpearl/UserGuide/current/webframe.html_SmartObject_as_Role_Item__-_Adding_a_Role_using_a_SmartObject.html_tracksearch=role smartobject