Managing Task Assignments for External Users Not in User Management Directory

Question

Hello!I would like to ask for advice on how to manage task assignments for individuals who have not logged in or are not listed in the User Management directory.The issue is that I need to assign tasks to external email addresses outside the company domain. However, when I attempt to assign the task, it fails because the recipient is not recognized, leaving the task unassigned. The task assignment was completed, but it should have been assigned to additional people. Since they are not in the User Management directory, they did not receive notifications, and the instance was marked as completed when it should not have beenHow could I mitigate this? Are there alternative approaches or solutions to address this issue? I’d greatly appreciate any ideas or suggestions that can help resolve this.Thank you!

Chris_Ben · Accepted Answer

Yes absolutely. Go to the task action and untick assignee authentication - this allows you to send tasks to email addresses outside your organisation.

KSeitz · Answer

Is the task a form?If so, Ithinkthat you can create a new Workflow. For the new Workflow, the Start Event is a Form accessible to anyone with the form URL. The form should be set up the same way that you have your current Task Form set up.Then, from the Primary Workflow, you’ll run aSend an emailfollowed by aCall a workflowaction to call upon the newly created workflow. In theSend an emailaction, you’ll need to include the URL to the new workflow. In theCall a workflowaction, you’ll want to select the option to Wait for this workflow to complete before continuing.ITHINKthis might work.

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