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Sid Ogden's profile image
Sid Ogden posted 09-06-2023 07:45

We have a customer who wants a workflow to route to 4 offices at the same time (not sequentially), but allow anyone, but only 1 individual, in that office to respond for that office. They need responses from all 4 offices. To clarify, Office A has three people A1, A2, A3. Similarly, Office B has B1, B2, B3; Office C has C1, C2, C3; and Office D has D1, D2, D3. They want the workflow to "shotgun" the response out to all 4 offices. They want 1, and only 1 response from each office A, B, C, D, but they do not care which person in a particular office responds for that office. For instance, A2, B1, C3, D3 may respond today, but tomorrow it could be A1, B3, C3, D2.

I am having troubles marrying both the requirement for all 4 offices to respond with the only require 1 response from each office requirement.

Shannon Rotz's profile image
Shannon Rotz posted 09-07-2023 12:57  Best Answer

So the way to do this is by using Assignee Relationships.  There's an article on the KB:  https://www.ibm.com/support/pages/using-assignee-relationships-workflow

However, when I tried to use Assignee Relationships to point directly to the people or person groups, I found it didn't do what what it was supposed to.  I BELIEVE there is an article buried somewhere about this, but it's years since I looked and I couldn't find it.

I found that I had to do the following:

  1. Create a relationship for each group.
  2. Create a role for each group, pointing to the relationship from step #1.
  3. Create ANOTHER relationship pointing to the ROLE rather than directly to the people/groups.
  4. Use the relationship from #3 in the workflow design.

So in your example, I would try the following:

  1.  Create a relationship for Group A.
  2. Create a role for Group A, using the relationship from Step #1.
  3. Create ANOTHER relationship for Group A, pointing to the role created in Step #2.  (So Child = MAXROLE, and where clause is "maxrole = 'GROUP A'"
  4. Put the relationship from Step #3 into the workflow design in the Assignee Relationship field.
  5. Repeat for Group B, etc.
  6. Make sure that "All Assignments are Accepted" is picked.

That's what worked for me.

I do have an active workflow process in Production using this method.

Note:  in workflow designer, you just need to specify the relationship name, rather than the full {relationship name}.{field name} that's used everywhere else.

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