Handling Task Assignment via Email response.

Unknown

Handling Task Assignment via Email response.

Unknown

We have a flow wherein we have implemented an approval process. This flow contains following:-
1. Assignment form which assigns a task to different users.
2. User approves/rejects this task over emails and we are capturing comments over the mail.
3. Flow moves to next step for further processing once the task has been approved/rejected over the mail.

Now, we have an enhancement where the user can approve/reject from the external app. Additionally what we are looking for is:-
1. User approves/rejects flows from the external app by adding comments (to perform this we have approve/reject button on the app UI).
2. Flow should move to next step whenever user approves/rejects from the application .

So, our flow should move to next step in both the cases i.e. when a user approves/rejects task over the mail or when the user approve/reject task from the external app.

What is the way to handle the responses received from both the way (either from the app or from mail)? Please note that we need to consider only first response only whether it is captured over the mail or from the app.

Unknown

Hi Apurv,

When you say App are you talking about an external application or Decisions application?

If you are using an external application, youll want to use a wait on external system step to create an assignment and also set up email response handling. You can use the wait on external system to send some parameters to your UI and wait till it has been completed in order to progress the flow forward. This step also allows you to set up email response handling so that a user does not necesarilly have to interact with UI and instead just send responses via email. Here is documentation surrounding wait on a external system and email response handling.

Wait ON External System
Set Up Email Response
Email Response Handling

If you are just talking about having Decisions app embedded then you will not have to utilize the wait on external system step and you can use the assignment as it. You will just need to set up email response handling for the assignment.

Thank you.

Unknown

Hi,
Just to clarify over here:-
1. Here app means external application, not the Decisions app.
2. We have implemented the approval process by setting up the email response job and assignment form. We are also handling the email response, which is working fine. What we want to implement:-
3. Additionally, we want to capture the response from the external application along with the email response. The response which has been captured first {weather it is captured from the external app or captured over the mail (assignment form/email response job - Using Decisions)}, has to be considered. For more clarification, Im adding the screenshot of current approval process. Hope this brings clarity.
Thank You!

Unknown

Hi,
So what you will have to do is create another flow that you can call as a REST Service. In this flow, it will contain a complete assignment step, complete assignment with notes step, or process form assignment response step. These steps will allow you to pass in the assignment id that is related to the appropriate assignment and based on the response a user has done in your external ui, the form will progress to its appropriate location. Using this will allow for your scenario of the assigned form, email response, or external ui to handle the assignment based on user preference. If you would like to discuss this further we could schedule a call together.
Thank you.