Thursday, April 4, 2013

Allocate tasks to users inside group in start approval process in SharePoint Designer

In this post we are going to see how we can assign tasks to the users inside start approval process on this item with these users action inside SharePoint designer.

To demonstrate I have one list with one title column and one group name column which has group as well as users settings done.

Let us open the SharePoint Designer and connect to the site. Click on list workflow and select list on which you want to add the workflow.

 Select start approval process from the actions menu.

Click on these users.

Select workflow lookup and then from current item, select the field.

Configure this workflow on start automatically on create and on edit

Now go ahead and create one item in the list.

I have added one list item with selecting engineers as a group on which approval will start.
As you can see workflow is in progress.

Click on in progress and as you can see it is assigned to the group and not to the users inside group.

So how to actually allocate tasks to the users inside the group. Well there is a small change.

Go back to the workflow in designer. Select the step and click on advanced properties from ribbon.

And change the expand group to yes.

Publish the workflow now.

Create one more item in the list, click on the in progress status of the workflow. and there you go.

Task is now allocated to the user inside the group. As this approval is set as a serial, go ahead and approve this. You will see the next task allocated to the next user in the group.

I hope this helps.

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