Stump the Panel

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Stump the Panel » SharePoint Workflow for All Users

1. 

   jbhoward
   Member

   Set-up
   I've created a custom list that fires a Workflow on New.

   The Workflow uses the Collect Data from a User action. The ListItemID of the collected data (an Item in a Tasks List) is stored in the Custom list

   Goal
   On the DispForm of the custom list item, I want to show a preview pane of the data collected (in a Tasks list) by the user. The person view the custom list won't necessarily be able to edit the Task.

   Conversely, if the Task DispForm could show the original list item that created it, that would be great, too.

   Next...
   Assuming all of that is doable somehow, depending on how the first data collection goes, a second one may also be initiated. Showing all three pieces of this puzzle on one page (from any of the three DispForm pages) would be a huge win!

   Posted 3 weeks ago #
2. 

   laura67
   Moderator

   This entails creating 3 different data view web parts, putting them all on the same page, and creating web part connections between them all. For the "set-up" section above, I recommend putting the Custom list's ID as a "form number" field in the tasks list, instead of vise versa.

   Mark and I can put this solution in our list of solutions that we'll be doing in my series on data view web parts.

   Laura Rogers

   Posted 3 weeks ago #
3. 

   jbhoward
   Member

   Dear Laura,

   Thanks for the short explanation. Looking forward to your solution. In the meantime...

   Form number
   When I create the form number (I called mine FormID) column in each of the Task content types, I am assuming it should be a Lookup, correct? Or should it be a number?

   Setting FormID in the Task
   My on create workflow for the List starts with a Collect data... action. When that is complete, I pull a couple of fields from the Task to store in the List.

   My assumption is that this is the point in the Workflow when I would store the ListItemID in my Task:FormID. Unfortunately, I keep getting an error: Error updating a list item. It appears to be an editing collision because the completion of the Task causes the system to update the Status and Completion fields.

   If I set the FormID on the first Task after the second Collect data... it writes to the first one just fine... but then not to the second.

   I tried using a Pause For Duration action, setting it to 1 minute. It never came out of the pause. Same thing when I set it to 2 minutes.

   I'm sure it's something simple, but I just not seeing it.

   Blessings,
   Jim Bob

   Posted 3 weeks ago #
4. 

   jbhoward
   Member

   OK. Here is how I got this to work:

   Create FormID Column

   In the Task List content types:
   1. Create FormID as a Lookup type on Task List, that displays a Title
   2. Add to all content types
   3. Add to default view

   Workflow On Create of Task

   In SharePoint Designer:

   1. Create a Workflow and attach it to the Task List
   2. Select Automatically start this workflow when a new item is created
      (Deselect the other two)
   3. Click Next

   Use Set Field in Current Item as a Workflow Step

   1. From the Actions menu, choose Set Field in Current Item
   2. Click on field and choose FormID
   3. Click on value, then the fx button
   4. Leave the Source as Current Item
   5. Select Workflow Item ID in Field
   6. Click OK
   7. Your step should look like this:
      Set FormID to Task Item:Workflow Item ID

   Extra benefit
   The Task will now be tied to the List instantaneously, rather than after the Task has been marked complete.

   Next Step...
   Now, off to figure out how to connect the DataViewParts to each other...

   Posted 3 weeks ago #

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