rszabo
Nintex Newbie

Force users to delegate group tasks

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I'd like to force users to delegate a task (which were assigned to a group they are in) to themselves.

My main problem with group tasks are that when it's assigned to a group:

- 2 or more group members can open end start to edit it

- In the WF history and during the workflow it's harder to use the Last task Respondent because it will be the Group name... I know I can use the "Last Task Resp. display name", but it's just a workaround.

So the idea is to come up with a general solution  for this like:

-If the current user != task assignee --> Form should be like it's in display mode or everything is disabled

Do you have/know a  short JS or any other solution for this?

Thanks in advance!

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17 Replies
emha
Automation Master

Re: Force users to delegate group tasks

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do you use flexi task action to assign a task?

if so, have you investigated its 'Create individual tasks for all group members' option?

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thomas_xu
Process Pupil

Re: Force users to delegate group tasks

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If you are trying to get the name of the person who responded to the task instead of the group name, Marian's approach above should do the trick for you.

However if you are trying to make sure not more than one person in the working is working on the same task (ie avoid double handling). You could add another assign flexi task with one outcome "Claim Task ownership" before your main assign flexi task so this way once one group member claims the task the rest will receive "Task has been claimed. Your response is no longer required" . Hope this make sense

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rszabo
Nintex Newbie

Re: Force users to delegate group tasks

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Hi,

Thanks, the base idea is good, but there's more behind then this.

It's an operation team, they get tasks (as group) and somebody has to work on it, like a ticket. Sometimes whoever claims the task can finish it, sometimes it takes more time or just decide, she don't want top do it, give it back to the team and somebody else has to take the task.

Delegation is the best outcome, it's kinda decided, I just don't know how to force it.  

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rszabo
Nintex Newbie

Re: Force users to delegate group tasks

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It's not possible in this case, I need to assign to the group and it need to be delegated.

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thomas_xu
Process Pupil

Re: Force users to delegate group tasks

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Interesting .

Is this a scenario where one person has to first nominate a task owner and then the task gets assigned to that person? Then if the person nominated gets the task and has to do it ( or delegate to another person)?

Thomas

Sent from my iPhone

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rszabo
Nintex Newbie

Re: Force users to delegate group tasks

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Nope, nobody knows who will pick it from the group.

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emha
Automation Master

Re: Force users to delegate group tasks

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I think delegation is not proper approach for your process.

you do not mention it, but if 1st assignee don't like/can reject the task, I would say 2nd or n-th assignee can do so as well. I can not imagine how would it be possible to hand over delegation forth and back.

you would completely lose track of it.

I would completely manage it with state machine.

- 1st state would like 'Select responsible person': the task would go to group of responsible persons, whoever could pick a task (no need to 'take it') and assign the responsible one to process it. he/she could select herself or any other group member (eg. being a manager).

apart from assigning the responsible, this might be a step for formal checks whether incident meets all the business rules, whether no additional data are needed, etc. one who makes the decision could as well reject the task if an incident is not valid.

- 2nd state would be like 'Process the task': assignee from previous step would need to take care of it, he/she could either fulfill it, reject it or hand over to one another assignee, or any other action you may need. depends on you how you  model the process.

you might define some other states if you need, like escalate to support L2 team, escalate to manager, etc.

this way you have much more flexibility and control over process.

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thomas_xu
Process Pupil

Re: Force users to delegate group tasks

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Can you give us a bit more details on the business process so a suitable solution can be recommended

From you described , a person can pick a task and then decide not to do it and put it back? In this case wouldn't it be better to not pick the task in the first place unless she/he can do it.

Another scenario would be someone mistakenly took a task and just want to assign back to the group in this case delegation to the original group would make sense.

Thomas

Sent from my iPhone

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emha
Automation Master

Re: Force users to delegate group tasks

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want to assign back to the group in this case delegation to the original group would make sense

Thomas Xu​​, I would have (at least) two serious doubts with that...

1. it looks like Szabó Róbert doesn't want/like individual tasks per group members. so we have one task that is being delegated back and forth.

so, when the task is created all the group members get notification they should take care of the task.

once the task is delegated to a single assignee, all the group members but that 'lucky one' get a notification  their response is not required anymore (if not disabled explicitly).

then the 'lucky one' decides to return (delegate) the  task back to the group, again notification goes to all the group members to take care of task.

from Robert's description it's not clear that this round-trip can not happen several times.

so, soon or later every group member (or common group mailbox) id flooded with plenty of notifications, where 99% of them are (already) irrelevant.

I wouldn't like to work with such a system.

2. an ordinary user should delegate a task back to THE GROUP.

so, he/she presses delegate link and is provided with list of all the AD + sharepoint users and groups.

do you expect an ordinary user will know which group is the right one?

even if you write him/her down one single group to chose, you can not avoid he/she selects anything else for whatever reasons.

I wouldn't see it reliable at all.

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