Multi-All step

A Multi-All step can be used to assign a document to multiple users or a group of users. The document is available on the Assignments page of all of the users that are assigned the document. When one of the user takes action on the document, it moves on in the process and is removed from the Assignments page of all users.

Pros: 

  • Multiple users can see the assignment.
  • A group can be assigned to the task.

Cons:

  • Multiple users are able to work the same document.
  • The document cannot be locked to a user.

The Multi-All step is good when a single person is responsible for performing a task, but other people need to be aware of the documents that are currently on the step. Also, when a single person is responsible for the step, but additional people can be back-up for the responsible person.

Available connections

The Multi-All step stencil has four connection points, one on each side of the stencil. These connection points are used to establish incoming and outgoing connections. There is no limit to the number of incoming or outgoing connections that can be established on a Multi-All step stencil.

User assignment

The Multi-All step allows multiple users, a group of users, multiple groups of users, or any combination to be assigned to the step.

When a group is selected, a document assigned to the step is assigned to all the users belonging to that group. The document will be listed on the Assignment page of all users belonging to the group.

Configuration

  1. To access stencil properties, in the Diagram pane of the Workflow Designer, perform one of the following:

    • Double-click a Multi-All stencil.
    • Right-click a Multi-All stencil and select Properties.
    • Select a Multi-All stencil and press the F4 keyboard shortcut.

  2. On the Step Information tab, specify information for the step. See Step Properties - Step Information tab for more information.

  3. On the Assign to User tab, select an option from the List Mode list. The following options are available:

    • Preconfigured user list: Allows you to specify the users or groups that will be available for selection.
    • Runtime pick list: Makes all the users and groups available for selection.

  4. Assign users and/or groups to the step. See Preconfigured user list for more information.

  5. Configure the step as needed. For more information about the different tabs, see the following: 

  6. Click OK.

See Multi-All step example setup for an example of a workflow process that uses a Multi-All step.