Broadcast task to a role or a group of users

 In many organizations, there are scenarios where tasks or requests need to be assigned to a specific group or category of users, such as administrators or managers. A broadcast form is a powerful tool that enables you to distribute tasks to a designated group, allowing any user within that group to pick up and work on the task. If the user who picked up the task realizes they cannot complete it or if it is not part of their work, they can release it, and the task will be broadcasted again to the entire group. This tutorial will guide you through the process of configuring a broadcast form for task assignment and escalation.

Step 1: Create an Object Form The first step is to create an Object Form that will serve as the basis for capturing the task details. This form should include all the necessary fields required for the task, such as text boxes, choice lists, photo capture, and signature fields. These fields will allow users to provide comprehensive information about the task they are submitting.

Step 2: Create an Action Form (Broadcast Form) Next, create an Action Form that will serve as the broadcast form. This form will be associated with the Object Form created in Step 1. The broadcast form will include additional fields specific to the task assignment and escalation process, such as comments and signature fields.

Step 3: Add Workflow Steps In the broadcast form (Action Form), add the following workflow steps:

1. Start Step
2. Fill Form Step

Step 4: Configure the Fill Form Step Within the Fill Form step properties, you’ll find the “Task Assignment Policy” option. Set this policy to “Broadcast & Pick” to enable the broadcast functionality. By selecting this option, the task will be broadcasted to all users in the designated group or category, such as administrators or managers.

Step 5: Task Assignment and Escalation Process Once the broadcast form is configured, here’s how the task assignment and escalation process will work:

1. A user submits a task through the Object Form.
2. The task is broadcasted to the designated group or category of users (e.g., administrators or managers) via the broadcast form.
3. Any user within that group can pick up the task and review it.
4. If the user who picked up the task realizes they cannot complete it or if it is not part of their work, they can release it.
5. When a task is released, it will be broadcasted again to all the users in the designated group.
6. Another user can then pick up the task, review it, and approve it.

Step 7: Notifications Notifications will be sent automatically to the relevant stakeholders, such as the user who created the task, clients, or any other involved parties, upon task approval or completion. You do not need to configure these notifications separately.

Example Scenario:

Let’s consider a scenario where employees need to submit expense reimbursement requests. In this case, you would create an Object Form with fields to capture the details of the expense reimbursement request, such as the expense category, amount, date, and any supporting receipts or documentation.

Next, create an Action Form (broadcast form) with the Fill Form step configured to broadcast the task to the finance team or managers. When an employee submits an expense reimbursement request through the Object Form, it will be broadcasted to the designated group via the broadcast form. Any member of the finance team can pick up the task, review the request, and take appropriate action. If they cannot process the request or if it is not within their area of responsibility, they can release the task, and it will be broadcasted again to the group.

Once the task is approved or processed, notifications will be sent automatically to the employee who submitted the request and any other relevant stakeholders involved in the expense reimbursement process.