Collect Data From User Widget

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 ().
• Click the Lookup User icon () 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 () 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.

Click the 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 () to modify the settings for an existing field.

• Click the delete icon () 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.

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.

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.

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.

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.

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 ().
• Click the Lookup User icon () 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 () 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.

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.

• 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.

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:

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.