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customiszed mailing

cheeku

I want to incorporate following functionality in my workflow.

At each stage user should be asked whether he wants to send a mail to the owner of next task and if he chooses to send, what should be the content of the mail. How can I implement this?

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Migrateduser

There are so many ways. You could use a cgitask to query for the info you need from the user, then invoke the iw_solutions_email.ipl script to build the email. You'd have to get a little creative in your email body to retrieve the inputted message, but that could easily be stored in a workflow variable. That's just one way to do it.

Dave Smith
Sr. Software Engineer
Nike, Inc.
(503) 671-4238
DavidH.Smith@nike.com

iwovGraduate

One way to do this:

For each "step": (assuming yours and my definition of "step" is same)
Have two transitions instead of one -- 1 "Go to next task", 2. "Email notify and then go to next task". If user chooses 1, it goes to next task without email notification (as it works now). If user chooses 2, externaltask sends email notification and transitions to the "next step".

You can capture user input on task transition, and possibly use that as email message. Alternatively if you can insert a cgitask prior to email externaltask to capture user input.

Migrateduser

One thing to be aware of, I have seen something like ~1023/~4095 character limits on task variables, submit and transition comments, etc. It seems like a headache but I think CGItask is more appropriate. Of course CGI task is owned by a user so if it follows a grouptask you have other issues (user may not have a clean transition).

cheeku

Thanks.I am trying to implement this.

I have another query.I have to implement concurrent review tasks. There will be three reviewers who would concurrently review the work.As soon as a reviewer is done with review, all other reviewer tasks will be over.I will move on to next task which is essentially a mailing task. I am not able to capture the name of the reviewer(out of the three) who reviewed the work. How can i do this?

Migrateduser

I believe you would check the job XML for transition comments.

cheeku

what if the reviewer does not give any comments?

cheeku

Is there any other way of implementing concurrent reviewer tasks. Currently I have three reviewer tasks whcih have a same successor, so on completion of one task, others also get completed.

Adam Stoller

Try this: Have the reviewertasks defined with a wfvarfinishop like this:

    <wfvarfinishop op="set" name="reviewedby" value="__INSERT__(owner_of_task);"/>

Your email task could then retrieve the value of the job variable "reviewedby"and use it accordingly. Depending on how you set the owners for the various review tasks, it may be difficult to do that last part, if so, or if that doesn't work - use the same concept by having each review task followed by an externaltask that passes the name of the review task it follows to the script - use this information within the script to retrieve the name of the owner of that task and set a job variable with its value, then transition to the single email externaltask (which would inactivate the other 2 review tasks) - and that task's script could retrieve the value from the job variable and use it accordingly.

--fish
Senior Consultant, Quotient Inc.
http://www.quotient-inc.com

Migrateduser

I believe there should still be a comment entry in the XML but the text would be null. I could certainly be wrong. Personally I wish there was a flag that would require users to enter comments on transition.

Adam Stoller

If you want concurrent tasks to wait until all (or more than one) of the tasks are completed - you need to use an activation clause in the following task. RTFM - if you can't find the information, I'm pretty sure it's in there - if not - search in the Tech Library for "workflow tutorial" - and it should be in there.

--fish
Senior Consultant, Quotient Inc.
http://www.quotient-inc.com

Migrateduser

Mark this day in history - ghoti said RTFM. You just made my day.

Dave Smith
Sr. Software Engineer
Nike, Inc.
(503) 671-4238
DavidH.Smith@nike.com

cheeku

If I make it a grouptask, will I be able to get the name of the person who reviewed the task? Does it make the job easier?

cheeku

<wfvarfinishop op="set" name="reviewedby" value="__TAG__('iw_reviewer_1');"/>

does not work.Its giving random values.

I write external task for each reviewer task and then set the value of the job variable based on the owner of this external task and then I inactivate the other tasks. Can I inactivate the other tasks? I had read in one of the tutorials that we can only take the workflow to the next task, which would again defeat the purpose, as the value of the job variable will again be changed.

Migrateduser

I believe you could still get the user if the grouptask has retainowner and maybe under other conditions as well. Avoid grouptask if you can as it will just complicate your life if you don't need it. I was just saying that if you are using grouptask you can't easily transition the user to the CGI task.

Adam Stoller

You need to do a bit more design work here - possibly take in a training course if this information seems too far over your head.
For us to help you - you need to explain, clearly, what you are attempting to do. Do you want N concurrent review tasks in which the first reviewer to respond controls the decision of whether to approve or reject, or do you want all N of the reviews to take place except if one reviewer rejects it?

Assuming you have:

[reviewA] => [externalA] =>\   -> [APPROVED]
[reviewB] => [externalB] ===>/ 
[reviewC] => [externalC] =>/ \ -> [REJECTED]

both APPROVED and REJECTED should have <activation> clauses, the contents of those clauses depend on what you want to happen.
The <inactivate>clauses can either be in each of the external tasks or in both the APPROVED and REJECTED tasks - again, the contents of the clause depends on what you want to happen.
The externaltask scripts (in the middle column) need to retrieve the owner of the preceding review task (this is on the assumption that the review task was a grouptask, if it was a usertask, you could make the owner of the externaltask be the same as the owner of the review task and it could retrieve it's own owner) - it takes this information and sets a job variable, which the APPROVED and/or REJECTED tasks can access and use for whatever purpose you want.

--fish
Senior Consultant, Quotient Inc.
http://www.quotient-inc.com