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In some cases, the "owner" of a Workflow Step is someone that does not have an account in LearningBuilder. These people are referred to as "external contacts". For example, a Practitioner might provide the email address of a previous employer during an application. The review process might require that employer to provide an attestation confirming the employment history. In that scenario there would be a Workflow Step that is "owned by" the previous employer, and they would automatically receive an email with a link allowing them to act on the Workflow to provide that attestation. See also: Assigned Tasks |
Overview
TODOConfiguration Overview
- Add an /wiki/spaces/DOCS/pages/558629042 to a Workflow Step
- Edit a subsequent Step of that same Workflow, and select "Assignee" in the To Be Completed By setting. Select the Assignee attribute you created in Step 1. Be sure to set up a notification email, or else the assignee will not have any way to take action.
- When the Workflow is populated by the end user, the Email Address attribute will be populated with the assignee's email address. An email will be sent to that address containing a specially formatted URL that will allow the recipient to access the assigned task without requiring a LearningBuilder login.
Technical Details
When an /wiki/spaces/DOCS/pages/558629042 creates an assigned task, the system checks to see if that email address belongs to one and only one existing LearningBuilder member. If so, then the task is assigned to that Member. (In this case it becomes an Assigned Task)
If not, then the task is not assigned to any specific Member. In this case, the only way to access the task is through a specially formatted URL that contains the unique Access Code assigned to the task. This allows the owner of that email address to act on that task without requiring a LearningBuilder account.
| Table | Column | Value / Notes |
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WORKFLOW_INSTANCE_ASSIGNEE | PERSON_ID | NULL, if the email address was not for an existing Member |
EMAIL | The primary email address of the assignee | |
ITEM_ATTRIBUTE_VALUE | VALUE | The value of the Email attribute holds the email address of the assignee. This value must be kept in sync with the EMAIL value of the assignee record or the user will not be able to actually access the assigned task. |
Requirements
- All modern builds of LearningBuilder contain this feature
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