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policy approval workflow errors

I have a list workflow that requires a policy approval. There is a list that contains group names and their respective email AD groups (config list). Since users only know the group names in the main list where the workflow runs, there is a lookup column that allows a user to pick from the list of group names from "config list" and allows multiple options to be selected. When creating the workflow, I am querying the main list to store these selections into a single text variable and then splitting these groups and storing them in a collection variable. Then I want to loop through each collection variable and store that one group name in a txt variable. Within the for loop i have a query list that looks at the config list (lookup) and wherever the group name equals whatever is in the txt variable, then put its associated email AD group into a person/group variable. Then an email should be sent to all email groups that were selected. It seems that it is only sending an email to the first group selected though. It says completed but once it tries to assign the email group to the group name it stores nothing and then no email is sent.

 

Basically what i am trying to do is be able to pick multiple group names from the main list and map it to their respective email addresses and then send those groups an email for approval.

 

Any thoughts or suggestions on doing this?

 

Thanks!

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Re: policy approval workflow errors

Michelle,

I'm sorry that you had to attempt to wire that up in such a way.  Are you not able to leverage SharePoint groups that have embedded AD groups? 

Even with your configuration list, you could have them select the group name (standard text based) and then on the lookup, have it associate the SharePoint or AD group. Another thought is that they can query AD and pull in the respective group using the people picker field which would somewhat eliminate the need for a config list since you are replicating AD at this point.

I think the querying and changing of variables from text to lookup to collection may have your workflow confused.  That's one daunting task to ensure things are kept in the same format.  So try to setup a simple config list if necessary and have it use a text name and then assign the AD group or SharePoint group to a people/group field next to it.  That should help.

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Re: policy approval workflow errors

Hi Eric,

Yes we have that capability but the customer does not feel their users will recognize the AD groups so they wanted to pick from a list of group names instead.

Is there a way that you know of that if they pick the group name (text based) that it can populate the field with its associated AD group?

Thanks for your help.

Michelle

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