What is Best Approach for a Work Request Form with accompanying Workflow?

TxSaphyre — Fri, 08 May 2009 19:45:52 GMT

I'm simply trying to determine the best approach. I have project managers that fill out forms (easy answer = Infopath form) where the top contains what the client name is, the client database etc etc. Then the PM would begin selecting the tasks they want the technical team to perform. For example:

Import Files (which would then require the PM to tell the tech what folder to import, where the files were stored that needed to be imported, etc)

They might also want those files tagged in the database as New.

Furthermore, they may want only Reviewers to have access to the New tag.

So in this example, the PM would need the ability to add three sequential tasks. Then they would submit the form to the Tech Superviser.

Now, the Tech Supervisor will accept the work reqest, then assign the first task to Tech 1. Tech 1 would start Task 1 and an email would be generated to the PM stating Task 1 of Work Request XX has started. Once Task 1 is complete, Tech 1 marks complete and and PM would like an email saying that task is done. (I think this will have to be an RSS feed myself - otherwise, the number of emails is going to be impossible). Nevertheless, Supervisor may wish to assign Tech 2 to Task 2 etc etc etc. when the entire workflow is complete, send email.

Ok. So I am interested in your opinions as to the best approach.

I am considering simply creating a Sharepoint list of items and creating the InfoPath form and as certain items are selected, showing/hiding other fields that would contain the necessary information for the "task" to be complete but it wouldn't be a "real" task in the sense of an individual task. Rather, the work request form is submitted and the supervisor assigns it to Tech 1 who pass back to Supervisor who passes to Tech 2 and so on. I think then I can set some status to send the PM at each "pass" of the work request form along the pathway to completion.

However, I'm also considering attempting to create all the technical tasks (there will be about 350 all together as an FYI - hence my request for opinions before I go racing down any particular path) and then using InfoPath as the starting point for the basic info and then create a workflow that would allow the PM to add tasks to the workflow. I think this is not a good idea - just a hunch but I got a bad feeling about the execution of this plan with a bunch of PMs who are going to go crazy when it takes 30 minutes to create a workflow when the current word doc form takes them maybe 10 minutes . . .

Perhaps I am biting off my than I can chew and I should just say no??

Please let me know your thoughts. Thanks, S/