i have a parallel approval scenario, where a task needs to be approved by all.. users are complaining that they are getting a task locked message. Can we put a kind of a pause between 2 approval email notifications or do something to avoid getting the lock message ?
I am not using parallel action as at the time of workflow initiation i do not know how many approvers are there for the next step. I am using flexitask and set it to approved by all.
can you post a screenshot of your workflow to see what then mean with parallel approval if you do not use parallel action?
do you assign the task to a group? have you tried to 'create individual tasks for all group members'?
I'm not Ganesh but have the same problem and can hopefully explain:
in a scenario, where you don't know the approvers (and the number of approvers) in advance, the flexi task comes in handy. The workflow looks up the approvers in a configuration list, stores them in a collection variable and then uses one flexi task action to assigne the tasks at once. Works perfectly well.
But some users get the task-locked message when trying to respond to the task. On our servers it can take up to an hour till the task becomes unlocked while some tasks are not locked at all. And this can happen within the same workflow instance, meaning in the same instance from the same flexi task action some tasks are locked and some are not.
have you seen this document Task Lock - Task is locked by a running workflow and cannot be edited
are the approvers end users or are they (as well) AD groups?
if you assign task to an AD group, you can not avoid locks completelly since all the AD group members work on the same task instance. if two of them try to work on a task right at the same time, one of them will definitely experience a lock.
The approvers are all persons i.e. users in SharePoint and each of them gets his own task. Some of those tasks are locked, some are not.
I've now disabled the mails from the flexi task action and send them from a secondary workflow on the task list. There is a pause of two hours in this workflow before it sends out the mail so the task will be unlocked till then. Now the users complain because they do not get mails if a task is delegated to them :(
have you got rid of locks with that delayed notifications?
have you investigated performance of your env? I can imagine that if users try to respond tasks right after they receive notification mails not all the things need to be 'settled' internally within sharepoint already.
Well, I did not actually get rid of the locks because of the delay, but the users won't see the lock-messages anymore, because they get the mails delayed.
And of course there is something "not settled", but come on, two hours??? Overall performance on this server is very good.
have you applied any other customizations on Task List (apart from notification workflow)?
how big is the Task List? haven't you tried to define separate Task List for each such a workflow that experience these locking issues?
There are no other cutomizations and the task list is still very small. The "application" is still in testing and and one of the encountered problems while testing was the task locks.
how deep within workflow (how many actions) is flexi task?
can you try to place pause action at the very begining of the workflow?