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You can populate this control manually (via a drop down or by typing the user id) or preferably via a business rule that automatically pulls the information from a back end system. At this time, does not automatically provide this information; you will have to write a rule. See automatically populating user information for more details.
Using dynamic roles: determining the role at run-time
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In some cases, you may want multiple actions taken during a step in the workflow. For example, consider an Issue Tracking workflow where the first step is an Issue entered by an employee or a customer and the second step is Actions taken by support staff. There could be multiple actions before the issue is resolved; however all actions are performed by a member of the support staff. In this situation, you should select the appropriate role from the list of available roles or you can use a dynamic role as described above. In addition, make sure that the Save to Role and Save/Load checkboxes are checked. You should also make sure that Save/Load is enabled for the flow as a whole.
At run-time, a member of the support staff performs this activity, takes an action and logs it in the workflow. While this user is performing the activity, other users in the Support-Staff role are locked out. When the user is done, he/she can click the Save button in the flow rather than the Continue or Finish button as shown below. This will place the step back into the Task List of all members in the Support-Staff role.
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Users can view the status of an issue using the Task List and its built-in search capabilities. You can search for any workflows that you have participated in. For all such workflows, you can view its history. The history can also contain annotations e.g. a brief summary of the last action taken.
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In some cases, you may want multiple actions taken during a step in the workflow but in an ad-hoc manner. For example, consider a workflow to review a proposal. The first step is the Proposal entry and the second step is the Reviews. However, a number of users may review the proposal in any ad-hoc order. In this situation, you should leave the roles blank and use a dynamic User as described above. In addition, make sure that the Save to User and Save/Load checkboxes are checked. You should also make sure that Save/Load is enabled for the flow as a whole.
At run-time, will resolve the dynamic user id using a control in the form and the proposal will first be routed to that user. The user can make comments and decide to pass it on to a different reviewer. To do so, he/she selects the next reviewer from a control in the form e.g. a drop down and clicks the Save button in the flow rather than the Continue or Finish button as shown below. This will place the step into the Task List of the selected Reviewer.
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The manager clicks the modify button for the task in question in the Task List. This brings up a form which the manager can use to choose any prior step to which he/she can reset the task. In the example above, the drop down will only show the first (Expense) step. Select that step, fill in the rest of the form to customize the notification email sent to the employee and click Submit. The flow will be rewound to the desired step and placed back into the task list of the original employee to make any corrections.
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