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Concurrent or Serial manager approval email

TeamSite_Smasher

TS 6.7.2
WFM 1.0.1.0
w2k3 server
(we use .dcr files to create .asp pages)

we have developed a workflow for our users using workflow modeler.

when a users submits a file for review, there is a selection box for them to choose the appropriate manager(s).

then they choose the 2nd reviewer (me) as the final approver.

problem is, both managers are not getting the approve.xml email to review the job... only one manager is getting it..

any resolution to this?

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Faizi

TS 6.7.2
WFM 1.0.1.0
w2k3 server
(we use .dcr files to create .asp pages)

we have developed a workflow for our users using workflow modeler.

when a users submits a file for review, there is a selection box for them to choose the appropriate manager(s).

then they choose the 2nd reviewer (me) as the final approver.

problem is, both managers are not getting the approve.xml email to review the job... only one manager is getting it..

any resolution to this?

In workflow, for sending the email which task you are using, is it URL Task or Email Task or you have used Reviewer Task?
If possible attach the image of workflow (diagram) from WFM.

ID_Tami

I work with Teamsite_Smasher. He is out today but we both are working the issue. In the Manager/Director Review task (img of model attached) the users are selecting two managers for concurrent review. The problem is only one manager is getting the email for approval not both.

Adam Stoller

I work with Teamsite_Smasher. He is out today but we both are working the issue. In the Manager/Director Review task (img of model attached) the users are selecting two managers for concurrent review. The problem is only one manager is getting the email for approval not both.

The image appears (to me anyway) to have been truncated to some degree - can you perhaps do a text-based image of your workflow? like:

(start)
   v
(EmailTask - task-name)
   v
(UserTask - task-name) --> Rejected --> (... - task-name)
   |
Approved
   v
(... - task-name)

Or maybe make sure you get the full picture and attach it as a file rather than trying to embed it into the post?

ID_Tami

(start)
V
(Email Task - EmailTask39)
V
(Review Task - Manager\Director Review)-->Reject-->(Email Task - EmailTask16)>(End)
|
|
|
V
Approve
|
V
(Email Task - EmailTask44)
V
(Review Task - Corporate Communications)-->Reject-->(Email Task - EmailTask16)>(End)
|
|
|
V
Approve
|
V
(Email Task - EmailTask400)
V
(Submit Task - SubmitTask13)
V
End

DrillDownToMonthDetailReportFromCrosstabMasterEdit.rptdesign

DrillDownToMonthDetailReportFromCrosstabDetail.rptdesign

nipper

Are the review tasks assigned to a specific user or to a group ?

two specific users

OK, so Joe is the reviewer of #1 and he gets the email notification and John is the reviewer for #2 and he does not get the email ?

ID_Tami

Joe and John are both reviewers for review task #1 (concurrent review).
Joe gets an email, but not John.

Bob is the reviewer for review task #2 and he gets an email once one of the reviewers from review task #1 approves.

out.txt

Adam Stoller

Joe and John are both reviewers for review task #1 (concurrent review).
Joe gets an email, but not John.

Bob is the reviewer for review task #2 and he gets an email once one of the reviewers from review task #1 approves.

I think the problem you are running into is the way that ReviewTasks work and the way that the EmailTasks process task information.

If you replace the ReviewTask with two concurrent UserTasks and configured the EmailTask (or equivalent) to process both UserTasks as "targets" - you might get the behavior you're looking for - however in the meantime you should probably open a case with IWOV Support so that if it isn't yet filed, and they can reproduce the issue in-house, it will get filed as a bug.

vikasp

Joe and John are both reviewers for review task #1 (concurrent review).
Joe gets an email, but not John.

Bob is the reviewer for review task #2 and he gets an email once one of the reviewers from review task #1 approves.

Dont use seperate email task for sending mail to the owner of the review task #1.Instead of that use the notify Reviewer property of the review task to send mail.Use proper task variables for mail Header and body.

repSrcFile.xml

mhlw_test.rptdesign

TeamSite_Smasher

We are running into a new issue...

When Reviewer #1 (John) approves the Review Task 1, it hits an Approved Email Task 1.

That email task has an ower of $IW_AREAOWNER

$IW_AREAOWNER is our Teamsite Administrator "Mrs. E"

So when the Approved Email Task 1, sends me an email, it is coming from Mrs. E, not John who approved Review Task 1.

We tried to set the ower of Email Task 1 to $IW_USER, but then the email comes from the user who initiated the Job.

How can i change ownership of this Email Task 1 to become John from Review Task 1... (remember there are multiple Reviewers of Review Task 1, so it wont always be John. It could be Jim, or Bob.)

Adam Stoller

We are running into a new issue...

When Reviewer #1 (John) approves the Review Task 1, it hits an Approved Email Task 1.

That email task has an ower of $IW_AREAOWNER

$IW_AREAOWNER is our Teamsite Administrator "Mrs. E"

So when the Approved Email Task 1, sends me an email, it is coming from Mrs. E, not John who approved Review Task 1.

We tried to set the ower of Email Task 1 to $IW_USER, but then the email comes from the user who initiated the Job.

How can i change ownership of this Email Task 1 to become John from Review Task 1... (remember there are multiple Reviewers of Review Task 1, so it wont always be John. It could be Jim, or Bob.)

Does ReviewTask1 always lead to EmailTask1 (when approved)?
Is the Reviewer who owns ReviewTask1 hard-coded, chosen during instantiation, or chosen dynamically after the workflow has been instantiatied?

If EmailTask1 always follows ReviewTask1 and the reviewer is hard-coded or chosen during instantiation - then make the owner of the EmailTask the same as the owner of the ReviewTask and the email program should just do the right thing.

TeamSite_Smasher

Review Task 1 can go to Email Task 1 (if approved) OR to Email Task Reject (if rejected)

in either case, whether approved and sent to ME or rejected and sent back to the user who initiated the job, its coming from $IW_AREAOWNER

In the instantiation screen, there are 15 or so users who can be selected as the reviewer for Review Task 1. Those users are put into the field "Available Users". Then in the "Reviewers" field (still in the Review Task 1) It says: $IW_REVIEWER(ID1234567891230) and all of those Available Users have been added to the "Available Reviewers" selection box.

server\username1
server\username2
server\username3
...etc...

Now you say, make the owner of the Email Task 1 the same as the owner of the Review Task 1 so taht the email is coming form the same user. That is what we can not do.

in the "Owner" field you can select:

$IW_USER - if we select that the Email Task 1 (if approved) comes from the user who submitted the job, not the Reviewer.

$IS_AREAOWNER - if we select this, the email comes from Mrs. E who is the Teamsite Admin...

then you have:

Configurable
DataSource
Script

which i have not idea how to configure this Email Task to assume ownership based on the Reviewer of Review Task 1....

That is where we are stuck.

Does ReviewTask1 always lead to EmailTask1 (when approved)?
Is the Reviewer who owns ReviewTask1 hard-coded, chosen during instantiation, or chosen dynamically after the workflow has been instantiatied?

If EmailTask1 always follows ReviewTask1 and the reviewer is hard-coded or chosen during instantiation - then make the owner of the EmailTask the same as the owner of the ReviewTask and the email program should just do the right thing.

Adam Stoller

Review Task 1 can go to Email Task 1 (if approved) OR to Email Task Reject (if rejected)

in either case, whether approved and sent to ME or rejected and sent back to the user who initiated the job, its coming from $IW_AREAOWNER

In the instantiation screen, there are 15 or so users who can be selected as the reviewer for Review Task 1. Those users are put into the field "Available Users". Then in the "Reviewers" field (still in the Review Task 1) It says: $IW_REVIEWER(ID1234567891230) and all of those Available Users have been added to the "Available Reviewers" selection box.

server\username1
server\username2
server\username3
...etc...

Now you say, make the owner of the Email Task 1 the same as the owner of the Review Task 1 so taht the email is coming form the same user. That is what we can not do.

in the "Owner" field you can select:

$IW_USER - if we select that the Email Task 1 (if approved) comes from the user who submitted the job, not the Reviewer.

$IS_AREAOWNER - if we select this, the email comes from Mrs. E who is the Teamsite Admin...

then you have:

Configurable
DataSource
Script

which i have not idea how to configure this Email Task to assume ownership based on the Reviewer of Review Task 1....

That is where we are stuck.

I'm guessing that it is Configurable or DataSource - but I haven't done much work with WFM and haven't had to deal with this particular issue [yet]. If nobody else pipes in here - you should present this information to IWOV Support and see if they can tell you how to access the user selected for the review to be set as the owner of the other (Email) task.

I'm assuming this is a single-user Review task - not a Group Review task (where any member of the group can take ownership and perform the review). If it is a Group Review task - you need to use an iwat trigger script to set the owner of the Email task based on whomever takes ownership of the review task (info on how to do this in WFTs has been posted by myself and nipper).

Actually you might be able to use an iwat trigger script regardless, but you might suffer a bit of a performance hit - because you would have to run the script whenever any task becomes active - and then your script would quickly have to determine if the job and task are relevant to your needs (if not, exit gracefully right away) - if they are, then you take the owner of the task that just became activated (presumably the Review task) and then use the name of the Email task(s) to retrieve task objects for it/them and reset the owner of those tasks to be the same as the owner of the task that activated the trigger (again - the details of this were posted by myself and nipper some time ago in these forums).

While the above would probably work, I don't think it is optimal and it would be good to see a "real" answer to the issue you're having.