Posted Thu, 02 Jan 2020 11:24:46 GMT by Michael Peeters Service Desk Engineer

One manager, 5 employees

Manager sends a policy change document that the 5 employees need to read. Each of them get a task to read the document.
After one clicks on Confirm, the task should still be open for the other 4 employees.
To do this the manager should send the same document 5 times, each time addressing it (in the store dialog) to someone else.

Is there a way so this does not need to happen? That, when the document is sent to 'public' for example, that everyone gets a task for himself (with a different workflow instance id) that doesn't influence the other tasks of the same document.
Posted Mon, 06 Jan 2020 08:31:30 GMT by Simon H. Hellmann Toshiba Tec Germany Imaging Systems GmbH IT-Consultant Document Management Solutions
Hello Michael,

for this scenario, you could use a workflow with a parallel task. A parallel task only finishes when every user it is assigned to completes the task - or if a special condition is met. This way, the manager only needs to store one document which starts a workflow - which sends 5 instances of one task to the users.

Hope this helps.
Greetings from Germany,
Simon H. Hellmann
DocuWare System Consultant
Posted Mon, 06 Jan 2020 09:19:06 GMT by Michael Peeters Service Desk Engineer
Hello Simon,

We already tried this, and that works. except for the fact that people lock each other out of confirming.
Let's say you send this to two people that'd be fine, in some way. But send it to 10, 20 or 50 people?
One person could open it and the other 49 would be locked out.

Greetings from Belgium,
Michaël Peeters

Information Capture Consultant

Posted Fri, 31 Jan 2020 16:00:14 GMT by Tobias Getz DocuWare GmbH Team Leader Product Management

Hello Michaël,
I do not understand why the first person should lock out the others. Each user gets a single workflow task and can open the document. The only locking would happen, if the users have to edit the document or make annotations to it. Taking a decision with the workflow should work fine.
Tobias Getz
Director Product

Posted Tue, 04 Feb 2020 18:17:59 GMT by Matthew Trembly Software Support Manager

Is the lock message something along the lines of:

“Cannot lock document 65944 because it is already locked in another session”


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