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21 May 2015

K2 Workflow Event Wizards: Configuring Destination Users of an activity

K2 WorkFlow Event

One of the most important components of the K2 Workflow is the ability for Users to interact with workflow items. This is accomplished by creating tasks for Users to interact with. While we have already focused on the ability to create tasks, in this blog, we will be focusing on whom we are creating these tasks for. We call these Users, Destination Users.

First we’ll need a Workflow Activity. A Workflow Activity is a container for K2 Workflow components. Drag-and-Drop an event from the toolbox onto the K2 Workflow Designer, the event will automatically be placed inside a Workflow Activity.

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Figure 1 - Default Workflow Activity

Figure 1 – Default Workflow Activity

Now hover your mouse over the newly created Workflow Activity, and run the default wizard by clicking on the down arrow that appears on the right hand side.

Figure 2 - Opening the Default Wizard

Figure 2 – Opening the Default Wizard

The “Activity General Properties” dialog will appear and display the default tab “General Properties”.

Figure 3 - Activity General Properties

Figure 3 – Activity General Properties

On the left side of the dialog, you’ll notice seven icons, each representing a separate Tab. Click on the fourth tab to view the “Destination Users” screen.

Figure 4 – Destination Users

Figure 4 – Destination Users

This is the tab we will use in order to specify which users to allocate the tasks to. To add a new Destination User, click on the “Add” button. This will add a new record to the Destination Users grid.

Figure 5 - New Destination Users

Figure 5 – New Destination Users

In order to allocate a specific destination user, type the name of the user into the newly created Textbox. Alternatively click on the “Browse” button to open the “Context Browser”.

Figure 6 - Context Browser

Figure 6 – Context Browser

At this point it is not only possible to select a specific user from the Users or Groups tree view, but also select a field from a SmartObject containing the name of a User or Group. Once you’ve selected a User, click on the “OK” button.

Figure 7 - Selected Destination User

Figure 7 – Selected Destination User

Remember to use the drop down menu to specify whether or not you have selected a Group or a User. In this case, I have left it on “User”. To finalize the process, click on the “OK” button on the Workflow Activity screen.

Now that you know how to add a new destination User, we need to discuss the effect it will have on the rest of the Workflow Components.

When a “Default Client Event” workflow component is added to the designer, you have the option to add new destination users to that particular component. But as soon as you add Destination Users to the Workflow Activity itself, the option to add Destination Users to the component disappears. The reason for this, is that K2 assumes that when you add Destination Users to the Workflow Activity, you want to use the same Destination Users for all Default Client Events added to the Workflow Activity.

If your situation calls for different Destination Users per Default Client Event, make sure you remove all Destination Users from the Workflow Activity containing the Default Client Events, and then add the specific Destination Users to each of the Default Client Events available.

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