Once again I am looking to the community to see if there is a resolution to the error message of "You are not authorized to respond to this task".
First a little background, I am using SharePoint 2013 and Nintex Workflow 2013 and both are on premise.
Second, here is the scenario of the issue that I am having. I have a workflow that runs against a Purchase Order list. There are a several conditions and State Machines in the workflow. in one part of the workflow the condition checks if the PO request is >5k dollars. If it is the PO has to be approved by the department manager and if approved then it has to go to Finance for approval. See the screen shot below:
The issue that I am having is that when one of the for people that can access the firstname.lastname@example.org access the shared email box and click to respond to the task they get the message "You are not authorized to respond to this task" message as seen below:
I have started to research this issue and found the following artcles:
"You are not authorized to respond to this task." message - https://community.nintex.com/thread/1611
How to assign a Flexi Task to a group using a group email box? - https://community.nintex.com/message/32958?commentID=32958#comment-32958
ApproveReject.aspx page permissions - "You are not authorized to respond to this task." - https://community.nintex.com/community/build-your-own/blog/2016/05/24/approverejectaspx-page-permiss...
Request approval sent to a shared mailbox states user not authorized even though they are included in an "approval group" that's assigned as well. - https://community.nintex.com/message/26218
Assign to do task shared mailbox not authorized - https://community.nintex.com/message/18224
not authorized to respond to this task - https://community.nintex.com/message/28602
I have followed some of the recommendations in a few of the above articles that I have read. None of the recommendations solved the issue of an employee that has access to a shared email box receiving the "You are not authorized to respond to this task".
This lead me to start thinking about if I can change the permissions to the people in Finance that need to approve this request. I can change permissions in the Assign Flexi Task, but it does not allow me to specify who I want to change permissions for, as seen in the screen shot below:
Then I was wondering if I could use the Set Item Permissions action to change the permissions to the Finance people so that they do not receive the error message of "You are not authorized" when trying to approve the PO.
There are two questions now:
1. Will this work using the Set Item Permissions?
2. Where would I put the Set Item Permissions action in the Finance branch of the State Machine workflow so that the permissions could be changed and allow the Finance people to approve this PO. See the screen shot below, I have highlighted what I believe are four potential places to put the Set Item Permissions action:
I am interested in hearing from the community what they think about the above idea to resolve this issue.
Solved! Go to Solution.
This monster again
I would create a SharePoint User group with all of your assignees (easier to maintain as users are added/removed) and the shared mailbox and then select the SPU group as your Assignees in the Task Action. If you keep the Create individual tasks for all group members uncheck, the action will create a single Task and will be accessible by anyone, even if they click the link from the Share Mailbox.
Hope this helps.
Thank you fr your reply to this monster of an issue that keeps surfacing.
All I can say is this - YOU ARE AWESOME!!!!!
Your suggestion worked for me in the scenario that I have.
You have made my day!!
Thank you Jesse!!!