You can configure any workflow step to dynamically assign recipients. Recipients are users or roles that are related to the source object to which the workflow is attached. You can assign recipients based on a property on the current object or a related object.
When you create the workflow template you:
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Add a step definition using the PropagateRecipients process class.
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Define the reason for receipt.
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Define the notification format for users or roles.
The PropagateRecipients process step class supports multiple arguments with the following conditions:
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If an argument relationship definition expansion returns any values, the process step will assign recipients and will not process any additional arguments.
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If the relationship definition expansion on all arguments does not return any value, the default recipient for the step is assigned.
Each argument is a combination of RelDefUID with direction (a single relationship definition, multiple relationship definitions, edge definition, or property definition), reason for receipt, recipient format, and workflow information steps delimited by ~. This set of parameters can be repeated with different values by separating each set with a comma. Each of the four parameters are described below:
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Parameter1: Defines the relationship, edge, or property definition that will be used to find the users or roles to assign to the step.
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Parameter2: Defines the reason for receipt.
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Parameter3: Defines the format in which the recipient receives files associated with the workflow.
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Parameter4: Displays workflow information steps to the user if set to True. If the argument is set to False, the workflow information steps are not displayed.
Example 1: PropagateRecipients,OBJ->SPFFolderUser_12~RFR_I~Email,OBJ->SPFRoleFolder_21~RFR_C~1 x A4. This example shows the arguments to assign recipients with configurable reasons for receipt and formats.
Arg1: SPFFolderUser_12~RFR_I~Email
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SPFFolderUser_12 - If the object in the workflow is associated with a folder with related users, this argument finds any users related to that folder and automatically assigns recipients based on that relationship.
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RFR_I - This value indicates that the users found with the edge definition SPFFolderUser_12 are assigned a Reason for Receipt of Information.
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Email - This value indicates that the users found with the edge definition SPFFolderUser_12 will receive the information as an email.
If the Argument1 relationship definition expansion returns any values, the process
step will assign recipients and will not process Argument2.
Arg2: SPFRoleFolder_21~RFR_C~1 x A4
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SPFRoleFolder_21 - If the object in the workflow is associated with a folder with related roles, then this argument finds any roles related to that folder and automatically assigns recipients based on that relationship.
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RFR_C - This value indicates that the roles found with the edge definition SPFRoleFolder_21 are assigned a Reason for Receipt of Comment.
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1 x A4 - This value indicates that the roles found with the edge definition SPFRoleFolder_21 will receive the information in printed format, on size A4 paper.
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The users or roles defined using this process class overrides any recipients assigned in the Assigned Recipients dialog box.
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If the Reason for Receipt is
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Not set, the default for any information step is Information only. For other steps, the default is Comment.
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Set to Information, the software checks the system options to determine if the Display workflow information steps option is selected. If this option is selected, then a workflow step is placed in the recipients To Do list. The SPFWFSRActionInBox property will be set on the recipient based on the system options setting. For more information on the system options, see Configure the system options.
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If the format is not set on Parameter3, the value is blank.
Example 2: Propagate recipient to the originating user related to the workflow object
Step class: SCLBPropagateRecipientProjComsFromUser and SCLBSetProjComsFromUser
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PropagateRecipients,OBJ->SDAProjectCommunicationFromUser_12
Example 3: Propagate recipient to the targeted user who is related to the workflow object
Step class: SCLBPropagateRecipientProjComsToUser
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PropagateRecipients,OBJ->SDAProjectCommunicationToUser_12
The following examples show how you can assign recipients based on a user property on the current object or a related object. The supported arguments are a property on the current object, a property on a related object, or a related object. By default, the software checks the LoginName property. If you want to propagate recipients based on the long name or another property, you must add the PropertyDefUID to check that the user has access to an object.
Example 4: Assign recipient to the source object
When a technical query object is attached to a workflow, you can use the following user properties to assign the recipient:
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PropagateRecipients,OBJ.SCLBProjComsInitiatedBy
Arg: SCLBProjComsInitiated assigns the recipient based on who created the technical query.
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PropagateRecipients,OBJ.SCLBProjComsRespondedUser
Arg: SCLBProjComsRespondedUser assigns the recipient based on who responded to the technical query.
Example 5: Assign recipient to the related object
When a document is attached, or related, to a technical query (the source object), you can use the following user properties to assign the recipient.
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PropagateRecipients,OBJ->SCLBTQReferenceDocVersions_12->SPFRevisionVersions_21.SDADocRevAuthor(SPFLoginName)
Arg: OBJ->SCLBTQReferenceDocVersions_12->SPFRevisionVersions_21 evaluates the technical query object in the workflow, then navigates from end 1 to end 2 of the SCLBTQReferenceDocVersions relationship to find any document version attached to the technical query. If it finds a document version, it navigates from end 2 to end 1 of the SPFRevisionVersions relationship to find the document revision.
SDADocRevAuthor(SPFLoginName) finds the author of the document revision and assigns the author as the recipient using the login name, for example, jadoe.
Example 6: Assign recipient to the source object using the long name
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PropagateRecipients,OBJ.SCLBProjComsResolvedByUser(Name)
Arg: SCLBProjComsResolvedByUser(Name) uses the user's long name, for example, Jane Doe, to assign the recipient based on who resolved the technical query.