Using the Assign Flexi Task action

[#1]

Relevant to both Nintex Workflow 2013 and Nintex Workflow 2010.

In this article, we demonstrate how to store outcomes achieved in the Assign Flexi task action, and we also describe the workflow behavior when the selected outcome is set to All must agree.

When the Assign Flexi task action is set to All must agree and no outcome has been agreed upon, the workflow will continue to run without a set outcome and without an approval path being executed. If users are unable to agree, then no default outcome is selected.

Unlike the Request approval action where the outcome can be either Approve or Reject, the Assign Flexi task action can have multiple outcomes; If users do not agree, there is no default choice. When configuring the Assign Flexi task action, you can store a value of an outcome. For Example, yes/no variable if all users agreed.

Create a Tasks List

Create a SharePoint tasks list and add an item within the list. Enter any values you wish.

Create a New Workflow

1. Open the workflow designer and add an Assign Flexi Task workflow action to the design canvas.
2. Double-click on the action to open the configuration dialog.

Create Workflow Variables for this action

1. In the Ribbon, click on Variables, and then New.
2. In the Name field, type “outcome result”. Click Save.
3. Create a second variable named “outcome chosen”, of the type Yes/No.

Configure the Assign Flexi Task action

1. In the Assignees field, click on the People Picker icon. Search for the SharePoint group who will assign the approval tasks.
2. In the Outcomes section, click on Add outcome. In the Name box, type “Rework” and click OK.
3. In the Behavior section, select the All must agree option.
4. In the Store outcome in drop-down menu, select the outcome result workflow variable.
5. In the Store outcome achieved in drop-down menu, select the outcome chosen workflow variable. Save the action.

Add a Set a Condition action

This action will be configured to create a condition based on the Outcome Chosen (yes/no) variable. Drag a Set a condition action onto the design canvas. Double-click to open the configuration dialog.

1. In the Condition drop-down menu, select If any value equals value.
2. In the Where drop-down menu, select Workflow Data and then select outcome chosen.

Add two Log in History list action

The final step is to place two Log in History List actions onto the right and left branches of the Set a Condition action. This action will log the workflow outcome in the workflow history list.

1. Open the Log in history list action on the left branch. Type “Approvers weren’t able to agree on an outcome (NO)” and click Save.
2. Open the Log in history list on the right branch. Type “Task approved” and click Save.
3. Save and Publish the workflow.

The final workflow should look like this.

If the outcome chosen variable equals No, then no outcome was achieved, and if it equals Yes then an outcome was achieved. Additional action(s) for your workflow can now be added as needed.

The Workflow History

You can see in the following workflow image, as soon as one user rejects the document, the Assign Flexi task completes as there was an All must agree condition. The outcome is stored as No in the outcome chosen variable and the Set item condition action then continues down the left branch to the Log in history list action.

[#2]

I have a query here

I need a workflow with single approver, where the approver can ask the initiator for "more information"

I used a flex task with three outcomes "Approve" "Reject" "Need More Information"

In case of "Need More Infromation" it sends the request back to initiator and the initiator fills it and sends it back.

I do it using the "State Machine".

But when the initiator updates the request with required action. It sends an email to approver to approve.

but the problem is, the approver's decision is no captured at this point.

Am not sure of what behavior has to be chosen in "Flexi task" for this and how to configure it.

Any help will be appreciated.

[#3]

Good  did you find an answer?  If so, please share.  I am having the same problem

Thanks

Patricia

[#4]

Hi Emily,

Basically I have the same workflow setup but instead of history logs, I use "Send Notification" to send out a notification whether the request was approved or not depending on the result of the "Flexi Task".

My question is how can i display all the people involved in the flexi task and their decision (Approved/ Rejected/No Response) on the notification that will be sent out after the flexi task.

Greatly appreciate any help!

Thanks!

[#5]

Without actually seeing your workflow, I can't say specifically what the problem could be...

That said, probably the easiest thing to do would be to have a "Set field value" action under each of the branches to manually record the decision, which also allows you to be more verbose with it, and easily include the approver comments on the list item as well.

[sharepointsean]

Hello Ankita,

Did you ever get an answer to your question or figure out how to do this?

Please let me know as I have the same requirement

Thank you

Sean

[emha]

have a look at following thread Workflow: Approval best practice

there are being discussed some typical workflow patterns

[lisachung]

After setting up an assign flexi task option, is there a way to set an auto-reminder where it will send the assignee a reminder that their task is due in "x" amount of days depending on due date. It will only send if the task isn't complete and if the assignee changes the status to complete, then it will flag the auto-reminder NOT to be sent. Is this possible? If so, can you explain and show me the steps in setting this up? Thanks!   workflow tasks‌