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Workflow Hero

Notify or lock task with multiple asignees

Dear community,

I built a workflow where the requirement is that all tasks have a group of users assigned. And so it happens that a task is often accessed simultaneously by 2 people. They get no notification that the task is open so they start working on the large task form and the slower of both will get a message in the end (while trying to submit) that the task has already been completed.

Is there a solution, a trick or a workaround to this situation because I can see how frustrating this can be? I'd appreciate to hear your approach.

Thank you.

Dimiter

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Workflow Hero

Re: Notify or lock task with multiple asignees

Hi

Have you ticked the box to create separate tasks?  That way they wouldn't be working on the same task?

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Workflow Hero

Re: Notify or lock task with multiple asignees

Hi Cassy,

I have but that had no effect because that way the workflow created as many tasks as there are assignees and those are treated as separate items. So I returned to creating a single task for all, assuming this will work but as long as the task is Pending and you have the permissions to edit it, SharePoint will allow you to, with no notification that it might be currently open by somebody else from your group.

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Workflow Hero

Re: Notify or lock task with multiple asignees

why don't you want them as separate items?  you can still have first response applies behaviour?

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Workflow Hero

Re: Notify or lock task with multiple asignees

It does indeed. But the task form is quite large and it takes time to fill in. So if 2 people open it at (relatively) the same time, by the time you fill in everything, someone else might have done it a little quicker than you and you end up with your time wasted, because this response is no longer required (the WF has moved on).

And with an Invoice Processing workflow with tens of instances per day, AP doesn't seem to feel any boost of productivity

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Workflow Hero

Re: Notify or lock task with multiple asignees

yeah I totally see your point.  either way it's not good.  I don't believe there is a way around this unfortunately... 

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Workflow Hero

Re: Notify or lock task with multiple asignees

This may just involve some communication among the team that is being assigned. Are the people in the same office or in different locations?

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Workflow Hero

Re: Notify or lock task with multiple asignees

‌ that is crazy talk expecting people to communicate with each other!

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Workflow Hero

Re: Notify or lock task with multiple asignees

Roger, I believe they are at adjacent desks  And if this turns out the SharePoint limitation it looks like, users may actually have to embrace verbal communication (God forbid)

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Workflow Hero

Re: Notify or lock task with multiple asignees

Also what how many people are we talking about?

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