I have a task list where multiple tasks are grouped by project Id and assigned to a user. When I reassign the tasks I have a workflow that sends out an email. The issue is I will update assignment on all tasks for a project and then multiple emails go out as workflow is triggered based on when assignment is changed. Any ideas how 10-20 tasks being reassigned from user a to user b can send out only one email to user b?
can you provide some more details?
is the 'task list' regular workflow task list or your custom list?
does every task means single item in the list?
what exactly you means with 'reassign'? do you delegated to another user? or cancel running workflow, change the assignee and restart the workflow? or just simple change assignee item field?
what action do you use to assgn the task?
+3
The Task list is a custom Task list. It can be populated 3 ways
1. User requested service
a. A workflow task is generated to notify the manager to approve/reject the service request and assign to a resource
i. If Manager approves the Assigned Resource is notified of the service request and accepts/rejects the assigned service request
1. If Assigned Resource accepts the Service Request is given a Project ID and the Requester is notified. A new item is added to a service engagement list with the same project id- See Automation_Development_Request_Workflow.nwf
a. The service engagement list workflow adds multiple standard work tasks associated to the same project id to the custom Task list and notifies the Assigned Resource that new tasks are added – See Automation Tasks.nwf
i. If the Custom Task item Status is changed the Update Project Status workflow will change Project Status and Completion dates in the Service Engagement List. – See Project Updates.nwf
ii. If the Custom Task item Assigned To is changed the Update Assignee workflow will notify new Assigned Resource- See Update Assignee.nwf
ISSUE IS HERE
17 tasks created for 1 project and then reassigned with this workflow I produce 17 notifications were I only need to tell the reassigned Resource once that tasks are assigned to them. We do not use workflow tasks but a custom list so delegate is not used only changing the assigned to name.
2. Scheduled Site Workflow for recurring admin tasks will create a custom Task list item , mark the current Admin list item as complete and create a new admin item based on recurrence schedule information see Admin Recurrence Workflow.nwf
3. User manually adds a stand-alone task
Kelly Linton-Selkirk
IT Automation Specialist – IT Testing Services
eHealth Saskatchewan
§ “Discovering the unexpected is more important than confirming the known.” – George Box
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unfortunately I can not check your workflows, but what I've understood from your description, every 'task' is single item in the list and 'update assignee' workflow runs on every single item once Assignee to column is changed.
that way you will not be able to send one cumulative mail for all the changed items.
to achieve what you need you will need to create one another workflow (the most probably site workflow) that will check in regular intervals (ie. scheduled workflow) for changed items/tasks and send out respective mail(s).
you just need to be able to identify which items were changed. you can eg. set some flag column in the list or you can create some 'notification list' where you will save reference to changed items.
+3
Marian
Yes, you have the understanding of the workflow and the issue. Thank you for your reply, I will try out your solution.
Kelly Linton-Selkirk
IT Automation Specialist – IT Testing Services
eHealth Saskatchewan
§ “Discovering the unexpected is more important than confirming the known.” – George Box
Please consider the environment before printing this e-mail
CONFIDENTIALITY NOTICE:
This email (and any attachment) was intended for a specific recipient. It may contain information that is privileged, confidential or exempt from disclosure. Any privilege that exists is not waived.
If you are not the intended recipient:
do not copy it, distribute it to another person or use it for any other purpose; and
delete it and advise me by return email or telephone
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