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Workflows and Task Lists

  Asked By: Loren    Date: Dec 30    Category: Sharepoint    Views: 7482

I have a site with a Document Library, and a Task list both of which
I have created. I have a SharePoint Designer workflow set to kick off
whenever a new item is added to the library, and it populates the task
list I have created with a custom form from the workflow assigned to a
list of people also in the workflow. That part works great.

I have another list of names that the proponent can add and delete from
as needed, and I have an alert sent to me with any change to the list so
that I know when to add or take someone away from the workflow. What I
have done now is created another workflow and attached it to this list
of names so that it actually assigns me a task to update the permission
groups and the workflow roster when a name is changed. The benefit over
the alert is that I can assign that workflow to a group (say, admins) so
that more than just me get notified. That part also works well.

The problem is that I would like to have this second workflow populate a
different task list with those tasks. I am unable to see the option, if
it exists, to specify the task list to use. It seems to automatically
populate the task list in use. I haven't experimented much with this yet
to be honest, and I have the one task list manageable simply by adding
another logic statement to each of the views I had previously created.
It just seems like it would be easier from a maintenance standpoint if
the tasks were separated into different lists.



3 Answers Found

Answer #1    Answered By: Sunny Delacruz     Answered On: Dec 30

SharePoint designer  always uses whatever task  list was used last by a workflow
instantiated in the library. There is no way that I know of in SharePoint
Designer to choose a specific task list  for the workflow. But there is a

1) add  one of the built-in workflows  the document  library and have it use a
different task list or create a new task list for it.
2) The next workflow  you create in sharepoint  designer will use the task list
created or used in #1.
3) Remove the built-in workflow you added  in #1.

Answer #2    Answered By: .net Guru     Answered On: Dec 30

When I've had issues with this, I ended up just using the "create list
item" action, instead of the built-in "task" ones, and then just picked
the specific task  list I wanted. There are some negatives to this, such
as the fact that the task won't be listed as a "workflow task" in the
workflow, but otherwise it's worked well for my purposes.

Answer #3    Answered By: Renata Burt     Answered On: Dec 30

I think ill probably stick with just managing the views  for now. It
works but will just take more documentation in the end.

Thanks too for the workaround. It is good to know as I am sure there
will come a time when I don't have the option  to just filter the views.

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