,In this SharePoint workflow tutorial, we will discuss SharePoint designer 2013 workflow assign a task workflow action. How we can assign a task to a SharePoint group in SharePoint designer 2013 workflow using assign a task workflow action.
We can use assign a task workflow action in designer workflow in SharePoint 2013/2016/Online.
In this SharePoint designer workflow, I am going to show you that how we can “Assign a Task” to a particular Group in SharePoint 2013 Designer Workflow.
Create SharePoint Designer 2013 List Workflow
Here first we will create a SharePoint group in SharePoint Online site. Here I have created a SharePoint custom group name as “TSEmployeeGroup”.
Read an article on how to create a custom SharePoint group in SharePoint Online/2013/2016.
I have added some users into the SharePoint group like below:
Now create a SharePoint List, here I have created “EmployeeInfo” list which has few columns like below:
- Title (By default column presents in the List)
- EmployeeID (Number)
- Technology (Drop-down)
- EmployeeGroup (People or Groups)
Open SharePoint designer 2013 and open SharePoint Online site using SharePoint designer 2013.
Here go to the “Workflows” which is present in the Left side. There, you can see all the Workflow List of that SharePoint Site.
After opening the site in SharePoint Designer Workflow, Click on “List Workflow” which is present in the Ribbon of SharePoint Designer Workflow.
Select the List from the Drop-down of “List Workflow” where you want to attach the Workflow. Here I have attached in my List which I have created before named as “EmployeeInfo” like the below screenshot.
After adding the List, It will show to create a new Workflow for this List. So for adding the new Workflow, Enter a name and Description for the new Workflow.
Choose the Platform Type as “SharePoint Designer 2013” for building the new Workflow. Then click on to “Ok” button for creating the new Designer Workflow. After attaching the Workflow in the “EmployeeInfo” List, Here we have to create a SharePoint Designer Workflow for that list.
In the First Stage of workflow which is Stage 1, when you move the cursor under the Stage 1, you can see an orange color line will be showing. Just double-click on that line. Then a box will appear, Here now you can start typing or you can use the insert group which is present in the Ribbon.
For filling that box in Stage 1, Just click on the “Action” which is present in the Ribbon. After clicking on “Action”, It will show several numbers of “Recent Actions”.
In between all the “Recent Actions”, You click on to “Log to History List” where the workflow is entered into the Workflow History List. Here the Workflow started like below screenshot.
There it will show the “message” which is present inside the “Log to History List”. Instead of that “message”, in that place, you can put your message on the Workflow History list. In the below screenshot, Here you can see that instead of “message”, where I put a message as “Workflow Initiated”. This means a Workflow is initiated to the Workflow history list.
Again click on to that orange color line which will present under that “Log to history list”. Then go to the “Action” Drop down which is present in the Ribbon. From the “Recent Actions”, Select “Send an Email” which helps to send an Email notification to the User or Employee that his/her Request successfully submitted.
Now add another action for assigning a task to a particular Group. So for assigning the task to a particular group, Again click on to that orange color line which will be present under the Email action in “Stage 1”. Then go to the “Action” which is present in the Ribbon. From the “Recent Actions”, Select the “Assign a task” action which is going to assign the task for “TSEmployeeGroup” group which I have created before.
In this screenshot, It will display Assign a task to “this User”, Just click on that. After clicking on “this user”, a “Assign Task” box will appear where we have to give the “Participant” name who is going to do the task, “Task Title”, “Description” etc. So here the task is assigning to a group that is “TSEmployeeGroup” group.
Go to the “…” option which is present in the “Participant” field of Task box. Then a “Select User” box will display where we can select the participant or user for assigning the task, But here we have to select a group for assigning the task where multiple numbers of users are present.
Select “TSEmployeeGroup” and “Add” to that group in “Selected User” thereby using “Add” option. Then click on to “Ok” in the “Selected User” box like below screenshot.
Here in this “Assign a Task” box, Give the “Task Title” by clicking “…” option. Then a “String Builder” box will come. By “Add or Change Lookup” option, Again we have to select “Data source” as “Current Item”, “Field from source” as “EmployeeID” which is a column of the “EmployeeInfo” List.
Select the “Return field as” “As String” from the drop-down. Then click on to “Ok” of “Lookup for String” as well as “String Builder” box like the below screenshot.
Here in that “Assign a Task” box, If you want to give any “Description”, then you can give some description in the”Description” box. You can write in the body part also. For that you can go to “Open editor for body” and there you can write something.
Similarly, you can give the “Due Date” for that task process in SharePoint Designer Workflow. You can give many options like “Task Options”, “Email Options” and as well as “Outcome Options” in the “Assign a Task” box. Then click on to “Ok”.
To approval or rejection process of a Group as “TSEmployeeGroup” which I have created before, So for that, I have added an “If-else” condition. For adding that condition, Just go to the “Condition” which is present in the Ribbon in SharePoint Designer Workflow. Then select the “If any value equals value” from the drop-down of “Condition”.
In that “If-else” condition, We have to put the scenario as “If the “TSEmployeeGroup” will approve that Request, then the Employee will get an Email notification as his/her Request is approved by TSEmployeeGroup”. Similarly, in the else condition, we have to put the condition as “If the Manager will reject that Laptop Request, then the Employee will get an Email notification as His/her Request is rejected by TSEmployeeGroup”.
So for that condition, Click on “fx” which is present in the “If” statement of that condition. Here a “Define Workflow Lookup” box will come. Select the “Data Source” as “Workflow Variables and Parameters” and “Field from source” as “Variable: Outcome“. Then click on “Ok”.
As we want to approve that Request by “TSEmployeeGroup”, So here in this screenshot, We have to give the “Variable: Outcome” is equal to “Approved”. Then an Email notification will send to the Employee as his/her request is approved by “TSEmployeeGroup”. So for that Email notification, We have to add that “Send an Email” Action which is present below.
Again go to the “Action” and select the “Send an Email” option from “Recent Actions” drop-down which is required to send an Email notification to the Employee.
After adding that “Send an Email” Action, Just click on that “these users”, Here you can see a Define E-mail Message is displaying there which is used to send an Email notification to the Employee as his/her Request is approved by “TSEmployeeGroup” and if it is rejected, then it will go to the “Else” part.
In the “Define E-mail Message” box, Go to the option which is present at the right side of the “To” field. Here a “Select Users” box will appear. Then here we have to add the group as “TSEmployeeGroup” which I have created before and Add that in “Selected Users” and click on “Ok”. Here you can give the “CC” also.
Then give a Subject line. So that the Employee should able to know about his/her current item status whether it is progressing or not. Then type something in body part for that employee understanding. Then click on to “OK” like the below screenshot which I was highlighting in black border.
If the “TSEmployeeGroup” is rejected that Request of the Employee, So for that we have to add “Else Branch”. So again click on to that orange color line which is present under that “Email” action in Stage 1. Then add the “Else Branch” which is present in the “Ribbon”.
For “Else” statement, We have to again add the “Send an Email” Action from the ribbon which helps to send the Email notification to Employee as his/her Request has been rejected by “TSEmployeeeGroup”.
So for that, In the “Define E-mail Message” box, Give that particular group named as “TSEmployeeGroup” in the “To” field. Then here you can give the “CC” also.
Then give the subject line for that Employee in the “Subject” line. So that the Employee should able to know the status about his/her current item that his/her Request has been rejected by “TSEmployeeGroup”.
Then write something in the body part for that Employee understanding. Now after finishing the “Define E-mail Message” box, Just click on to “OK” like the given screenshot.
Similarly, You can add the further “If Else” condition as much as you want if it requires for your task Workflow. Here you can see the total Workflow which is having the whole process of Employee Request Workflow. Hence the workflow is displaying like this below.
At the End of Workflow, there is a “Transition to Stage” is present which is used to end of the Workflow process. So Click on that “Transition to Stage” and just write there as “Go to” and enter. From the Drop down of transition, Select “End of Workflow“. Hence in this stage, the Employee Request Workflow ends here like the below screenshot.
Check Workflow Status
First of all, Go to your specific List which you was created before. Here I have created a List named as “EmployeeInfo”. Then create some new item into that List. There you can see the Workflow column as will be in “Stage 1” condition.
Here my workflow column is “EmployeeInfoWorkflow”. Just click on that “Stage 1” for knowing the Designer Workflow status of the current Item which will be assigned to a particular group. Here that group contains multiple numbers of users.
Here in that “EmployeeGroup” column, I have assigned the task to that particular group named as “TSEmployeeGroup”. That means the task will be assigned to each of the single person those who are present in that group.
After assigning the task to that group, Each and every user those who are present in that group, they will get an Email notification that the task is assigning to that particular person.
After clicking on the “Stage 1” of “EmployeeInfoWorkflow”, A Workflow Status page will come. There in that page, You can see the “Internal Status” as “Started”. In the below screenshot, Here you can see the Task Status of “TSEmployeeGroup” which is present in the “Tasks” that the task is not started yet.
For the approval of a particular user, Go to the Email Notification. There click on the “Task Name” which you have given before. Here I have given as “Workflow started for Title”. After clicking on that Task, It will show the details page of the task that you have to complete the task process. Then edit that page by giving “Edit Page” option.
Then after the Task page will come like below screenshot. There you can see several options like “Approved”, “Rejected”, “Save” and “Cancel”. Here the user is going to approve that task. So for that, He/She clicked on to “Approved” option.sharepoint designer 2013 workflow assign task to multiple users
After the task is approved by first user, It will show you the “Workflow Status” page like below screenshot. Here the “Internal Status” is “Completed”. That means now the Workflow process is ended here after giving the Employee request as approval.
Similarly, if the second user from that “TSEmployeeGroup” wants to give the approval or reject for the task, then that second user will not able to approve or reject that same Workflow task.
Because here in this SharePoint Designer Workflow “Assign a Task action to a group” action, it specifies that after approving or rejecting the task of first person, It will not show to approve or reject for the second user.
Hence further user can not able to approve or reject the current task. He/she can see only “Save” and “Cancel” option in his/her Workflow task like below screenshot.
You may like following SharePoint workflow tutorials:
- Difference between workflows and event receivers in SharePoint 2013
- You do not have permission to open this web site in sharepoint designer 2013
In this SharePoint designer 2013 example, I have discussed how we can use Assign a task workflow action in SharePoint designer 2013 workflow.
Also, I have shown how you can send email to SharePoint group using assign a task workflow action in SharePoint 2013/2016/Online.
Hello Everyone!! I am Bhawana a SharePoint MVP and having about 10+ years of SharePoint experience as well as in .Net technologies. I have worked in all the versions of SharePoint from wss to Office 365. I have good exposure in Customization and Migration using Nintex, Metalogix tools. Now exploring more in SharePoint 2016 🙂 Hope here I can contribute and share my knowledge to the fullest. As I believe “There is no wealth like knowledge and no poverty like ignorance”