Collect Data From User Widget

Collect Data From User Widget

The Collect Data From User widget creates a task to collect data from a user during the workflow using a task form. Unlike a workflow initialization form, which can only collect data from the user when the workflow starts, Collect Data From User can collect data at any point during the workflow. The workflow is paused until the task is completed.

The task form can be a custom form created using the widget, or the task can use an existing form created in an earlier workflow. The ID of the task created by the widget is saved to a workflow variable so fields in the task form can be referenced later in the workflow.

If you are using SharePoint 2010 and the server has InfoPath Forms Services, you can customize data collection task forms (Workflow Conductor 2.5 for SharePoint 2010 and higher).

Collect Data From User tasks are created in the default workflow task list configured in the Workflow Conductor Control Panel General Settings page. Choose a different task list by changing the workflow options.

Icon-Warning Widget Limitations:

  • To edit the field list in a Collect Data From User task form in a workflow template that has been deployed, you must give the task form a different name.
  • Workflow task integration with Microsoft Outlook (the “Edit this Task” or “Open this Task” button) is only available in SharePoint Server 2010 or Microsoft Office SharePoint Server 2007.

Widget Properties:

Condition Description
User (Required):

Enter a single SharePoint or Active Directory user or SharePoint group to assign the task to, using one of the following methods:

  • Type a display name or account name for a SharePoint or Active Directory user or SharePoint group* and click the Check User icon (Icon-Checkmark).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user or SharePoint group* in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.

    NOTE: Groups will be expanded to send a task notification e-mail to each user in the group. A single task is created for the group. The task is marked Completed when any member of the group submits the task form.

Form (Required):

Click the Icon-Ellipsis button to create or select a task form:

Select Create New Form (the default) in the Form Type list to create a new task form.

NOTE: Once you create a Collect Data From User task form for a workflow and deploy that workflow, the task form is available for use in future workflows created in the same site collection.

  • Enter a name for the form in the Form Name box.
  • Click Add Field to add a new field to the task form.
  • Type or choose the required options in the pop-up window.

    • Field Name: Type the name as it should appear on the form.

    • Description: Type a description for the form.

    • Field Type: Choose the field input type from the drop-down menu.

    • Single line of text

    • Multiple lines of text
    • Number
    • Yes/No
    • Choice
    • Date and Time
    • Person or Group
  • Requires value: Check the box to make this a required field for users.

  • Click the edit icon (Icon-Edit) to modify the settings for an existing field.

  • Click the delete icon (Icon-Delete) to delete an existing field from the task form.

Select Use Existing Workflow Conductor Form in the Form Type list to select an existing task form. Then, select an existing form from the Workflow Conductor Forms list. Existing forms are Collect Data From User task forms created in previous workflows in the same site collection.

Send Task Assignment Emails:

Select an option to determine if the widget will send notification e-mails to approvers.

  • Select Yes to send an e-mail to task assignees when a task is assigned.
  • Select No to assign the task without sending task assignment e-mail.
Send Status Emails to Initiator:

Select an option to determine if the widget will send notification e-mails to the workflow initiator.

  • Select Yes to send an e-mail to workflow initiators when all tasks are completed.
  • Select No to allow tasks to be completed without notification email being sent to the workflow initiator.
Task Name: Enter a custom task name for the task (e.g., “Enter new employee information”). This task name is how the task is displayed in SharePoint task lists. If you do not enter a Task Name, a default name of “Please Review ItemName” is assigned when the widget runs.
Task Description: Enter an optional custom task description for the task (e.g., “Please enter new employee information to continue with the employee intake process.”).
Notification Subject/Body: Customize the subject and body for the notification e-mail sent for the original Collect Data task. Default text can be specified in the Collect Data From User Task Notification sections of the Workflow Conductor Control Panel E-mail Settings.
Reassignment Subject/Body: Customize the subject and body for the notification e-mail sent if a task is reassigned. Default text can be specified in the Collect Data From User Task Reassignment sections of the Workflow Conductor Control Panel E-mail Settings.
Send Reminder:

Send a reminder email to task assignees some number of days before a task’s due date is reached.

NOTE: This feature requires Workflow Conductor version 3.5 or later.

Days Before Due Date (Required if Send Reminder=Yes) This parameter appears when Send Reminder is set to Yes. Enter the number of days prior to the Due Date that the reminder email should be sent. This can be set explicitly, or the value can be set dynamically at runtime using a lookup.
Reminder Subject/Body: Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Request Approval Task Reminder sections of the Workflow Conductor Control Panel E-mail Settings.
Escalate Overdue:

Reassign a task to a specified person if it passes the task Due Date without being completed.

NOTE: This feature requires Workflow Conductor version 3.5 or later.

Escalate To (Required if Escalate Overdue=Yes):

Enter a single SharePoint or Active Directory user to escalate the task to, using one of the following methods:

  • Type a display name or account name for a SharePoint or Active Directory user or SharePoint group* and click the Check User icon (Icon-Checkmark).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user or SharePoint group* in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.

    NOTE: Groups will be expanded to send an escalation notification e-mail to each user in the group. A single task exists for the group. The task is marked Completed when any member of the group submits the task form.

Escalation Subject/Body: Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Collect Data From User Task Escalation sections of the Workflow Conductor Control Panel E-mail Settings.
Days Until Due: Enter the number of days until the task is due. You can enter a specific number or use a lookup. The number of days is added to the current date at the time the widget is run to determine the Due Date for the task. The calculated task Due Date is included in the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date will be empty.
Due Date:

Enter a Due Date for the task. You can enter a specific date using the calendar control or use a lookup. Unlike the Days Until Due property, this property sets a specific Due Date for the task. This is useful in situations where a particular deadline must be met. The task Due Date is included in the task notification e-mail. If you do not enter a Due Date, the value in the Days Until Due property will be used, if there is one, or the task Due Date will be empty.

NOTE: If both the Due Date and Days Until Due properties are defined, the task Due Date field will be set to the earlier of the two dates. If neither is defined, the task Due Date field will be blank.

Allow Reassignment:
  • Select Yes to allow assigned users to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed at the bottom of the task form.

  • Select No if you do not want assigned users to be able to delegate the task to another user.

Save ID To:

Select a workflow variable with a Number data type to store the data collection task ID.

NOTE: Click the Create new variable link next to the variable list to create a variable if one doesn’t already exist.

Use this ID with an External Lookup to access form values from fields in the task later in the workflow, as shown here:

sa08CollectDataLookupEx.jpg

Icon-Warning IMPORTANT: If you are using the Collect Data from User widget in a workflow that you are publishing to a site or site collection, see this article for more information about referencing the form values.

Click Apply to save the widget settings.

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See Also: