How can we achieve "Request Change" functionality in a workflow task just like SharePoint designer workflow.
I would say there are a few approaches, but one way I have accomplished this before was using a Flexi Task having three outcomes. Approve, Reject, Request Change. When the task assignee responded with Request Change the workflow would go through that branch and handle accordingly. If this was in a state machine, I could put a change state in that branch to direct to a different state. maybe a state that previously, the editor had a task to complete a document to be approved and now I am circling back to start over in a way. Or, more simply, just provide another task for someone to do the changes. But a State Machine allows more flexibility.
Does that help?
Yes, I agree with Andrew. I've used both approaches in different situations. I tend to use the state machine when it is a little more complicated - then the state machine simplifies things a little.
Do you guys have any examples of this? I have to have an option to request a change in an approval and trying to figure out what to do from here. Basically it needs to go back to the initiator to make the changes and then continue the workflow again. Is it advised to simply end the workflow and then have them make changes and kick off workflow again? If this is the case, we wouldn't want this document to be visible to the audience of the library -would setting approval status to rejected prevent it from being viewed?
I'm looking into state machines as suggested here, but never used them before and it doesn't seem intuitive for me. Would love an example of this scenario!
This post here Using State Machine Workflows is a very good example of a state machine and will show the process you are looking for. I would not suggest that you stop the workflow, but instead use the State Machine that if someone requires a change by rejecting a task, in the reject branch have a change state to a branch labeled as Initiator that has a task for the initiator to make necessary changes. You can even include Last Approver's Comments in the email delivered as notification.
oh, and I recommend that there is a custom single line of text or choice field that controls the item's status and in the workflow it is updated using the set field action. Do this during any transitions within the workflow.
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