InfoPath Dev

Hi Clayton,

There is an automatic email that occurs. The action and email variable are as follows in the workflow: Collect Mounting/Laminating Request (data) from Workflow Test (user) (Output to Variable: ID of Complete Request Task).

I can use the Send an Email action after the task completes to notify the initiator, but Workflow Test - the group to be notified that a new task has been created - is set in the workflow. When the created task is opened in the Task List there is a Claim Task button on the toolbar that updates the Assigned To column in the list, but it does not update the user - Workflow Test - in the workflow.

Right now I have two people assigned to this group and during testing I found that both myself and the other person received email notifications during the life of the task even though I claimed the task.

Eventually there will be 10 individuals assigned to the group for this workflow and they will all receive email when the workflow completes for each task, and also whenever any change is made to each task. This will create tens of email a day for each member of the group that do not apply to them specifically.

In the version history for the task I see that Workflow Test is set to Task Group when the task is created. When the task is claimed, Assigned To is set to the logged in user. What I need to figure out is how to set Task Group to a column in the task list. I found some information on extended properties but am not sure if Task Group is an extended property, although I certainly did not create it. I added Task Group to my view and it does populate with Workflow Test when the task is created but does not update in the secondary workflow I created.

How about instead of worrying about updating Task Group, which is set dynamically by the Collect Data action, maybe just set your email to send to the Assigned To field of the relevant task?  Is there a reason you can't do that...am I missing a key element?  I would use the "workflow lookup" option in setting the recipient, choose the Task List, and specify the task ID that matches the output variable from the collect data step.

Hi, thanks for the suggestion.

The problem is that the entire workflow process - from setting and sending the initial notification and creating the task, to completing the task and the parent list item - is built into the Collect Data action. So the task itself doesn't even exist until this step, and there is no in-between step where any value that is used by the workflow could be modified.

Currently I am breaking the process into separate pieces and experimenting again with the Assign a Form, Assign To-Do Item, and Create List Item actions. I've tried these before and ran into problems figuring out how to recreate the functionality I need that is not built into these actions but I get further along each time as time goes on and I do this more and more - you learn the most from fixing mistakes, right? :) - so I'll keep the original workflow on the back burner in case anyone has a solution and will keep trying different combinations for these other actions.