Stump the Panel

Paul Grenier, Lead Moderator

Stump the Panel » SharePoint Workflow for All Users

1. 

   jaxkookie
   Member

   using SPD, is there a way to dynamically assign an item. I know you had a post here that described dynamically using emails. What I have are 3 users. as an item is received currently the wf sends a message to all three. Is there a way to send the items to only one user, next item to the next user and again, then start from user 1...? Can we create a variable that counts each time a wf instance is triggered and use that number to send the wf to a different user?

   Posted 1 week ago #
2. 

   laura67
   Moderator

   Yes, something similar is outlined in this demo series:

   http://office.microsoft.com/en-us/sharepointdesigner/HA102564171033.aspx

   I learned everything I know about web parts on that site.

   Laura Rogers
   http://spinsiders.com/laurar

   Posted 1 week ago #
3. 

   jaxkookie
   Member

   Thanks, this is packed with great information, but not quite what I am looking for. I want to assign an item in some type of order so each user eventually is assigned the same number of items. This went into a way to assing an item base on a condition or product. I have one type of intake. I am looking into a way to do a count and try assigning the item base on the count. Any input?

   Posted 6 days ago #
4. 

   baldcat
   Member

   sort of like a state machine you mean ??

   Posted 6 days ago #
5. 

   AutoSponge
   Administrator

   can you write your counts out to a secondary list by userid?

   Posted 6 days ago #
6. 

   jaxkookie
   Member

   @baldcat - Yes very similar to a state machine.
   @AutoSponge - Could you give a little more detail to your statement or a resource I can go through. This sounds like I can make that happen.

   Posted 6 days ago #
7. 

   AutoSponge
   Administrator

   It really depends on your logic but in the past I've used secondary lists to hold values. So, in this case, the secondary list might have 1 record (easy to match in SPD) with 3 columns (one for each member of the WF). You check for the lowest # in that record and apply the appropriate AssignedTo then increment the number.

   Posted 6 days ago #
8. 

   jaxkookie
   Member

   Yes I think I can make this suggestion work. I have created my secondary list. I have my columns: 1 admin, 2 admin, 3 admin. Now I am not sure if I followed your explaination. what do you mean check for the lowest # in that record? in my original intake? I am still trying to figure out how to generate my number. I know I cant grab the ID cause it is not available until item posts. can a calculated field generate a randon num, say from 1-3?

   Posted 5 days ago #
9. 

   jaxkookie
   Member

   I have been working on generating a random number 1 - 3. out of 75 posts it is very close to equal. I am not sure if this is the route I should be going. How would I assign an admin in a column then assign the next admin from another column in the second list?

   Posted 3 days ago #
10. 

    laura67
    Moderator

    There is a way to do this random number thing in the data view web part, but the data isn't stored in the list. You might not be interested, but here's how it's done.

    1. Insert your list as a multiple item view DVWP
    2. Insert a new, blank column in the table.
    3. Put a name in the header cell, such as "Random"
    4. Put your cursor in the first cell of the data for this column
    5. Click the <Data View> menu in the top toolbar of SPD
    6. Choose "Insert Formula"
    7. For the function, choose Random
    8. Use the syntax provided.

    Posted 2 days ago #
11. 

    jaxkookie
    Member

    @laura67, thanks, you are always quick to respond which is very important with this type of forum. I am still drawn to AutoSponge's concept. I like the second list idea. this provides a way to change the names in hte second list with out disrupting or working on the workflow. I am not sure how to begin this.

    @AutoSponge, I know your busy, but if you get the time to explain I would be very interested.

    Posted 2 days ago #
12. 

    EndUserSharePoint
    Key Master

    Jax - I wouldn't expect to hear from Paul for a while. He takes off on vacation tomorrow and is going to be gone for a week. You might have to try to hack it out for a bit until he returns. -- Mark

    Posted 2 days ago #
13. 

    jaxkookie
    Member

    Thanx for the update, Hope he enjoys his time off.

    Posted 1 day ago #
14. 

    eric
    Member

    What Paul was getting at was you create a secondary list called Admins. There are 3 columns in the list defined as numbers, each column named for your admins. The single row would be called total.

    When your workflow runs, it looks at the Admin list, for the lowest value in the 3 name columns, it send the email to that admin, then updates the column value by 1. Next time the workflow is run, it will select one of the other 2 admins send the email and increment the value by 1, etc.

    You can test the functionality of it by entering seed values (like 3,2,1) and testing the workflow on new item submissions. The first process should sent an email to who ever is assigned as admin 1. Next workflow should select one of the 2 admins with a value of 2, third workflow should select the remaining user with 2.

    Posted 1 day ago #
15. 

    jaxkookie
    Member

    @eric, thanks. I think I am starting to see the big picture on this. it's going to take some time to think this through and figure it out, but your post definately helped clarifying some of it for me.

    Posted 1 day ago #
16. 

    eric
    Member

    No problem, the toughest part about workflows is the logic.

    Posted 1 day ago #
17. 

    AutoSponge
    Administrator

    @eric,

    No, if I'm correctly mistaken, the toughest part about workflows is the logic.

    :P

    Posted 1 day ago #

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