We currently have a workflow which generates a FlexiTask. The FlexiTask sends an e-mail to 1 approver.
Question: is it possible to forward this e-mail to another user so that he could approve the task from the approval hyperlink without using the 'delegation'?
Bob Steemans Seems it would be simple enough to test this. Just forward the task email to a co-worker and see if they can complete it. They will of course required contribute access to the task list.
I consider this a having a backup approver. How I usually manage this is by assigning the flexitask to a group and put the approver and the backup approver in the group. I make sure that they understand that the primary is approver X and the back up is approver Y in the event that X is out of the loop or unable to provide a timely approval.
simply (re)sending task notification mail is not sufficient to get respective permissions to approve task.
neither, contribute (as Roger Brown mentions above) nor full control permissions on task list are sufficient.
these permissions just allow (moreless) to see a task. see following blog that lists exact permissions needed to see someone other's task - ApproveReject.aspx page permissions - "You are not authorized to respond to this task."
even with site admin permissions you are only allowed to delegate task on behalf of task assignee but not respond to it.
only way to let other user approve a task is to delegate it to him.
the approach Patrick Kelligan suggests is valid as well, it, however, needs a bit of coordination/discipline out of shareppoint/nintex.
Thank you for the responses.
Roger Brown we've already tried that. We gave rights to the 'workflow task' list, but that wasn't enough. The approver needs to be set as approver of that specific workflow task.
Marian Hatala we've also explored the option of delegation, but this wasn't sufficient enough because it is only possible to delegate it to a single user.
Patrick Kelligan we will go with this option. Assign a AD group to the task with someone as primary approver, and the rest are backup approvers.
have you tried an AddressBook icon next to assignee input box?
you should be able to delegate to any sharepoint or AD group
It is indeed possible to delegate to a SP or AD group, thanks. For us though this doesn't work because the secondant needs to approve when the primary approver is on holiday, ill,... and is unable to delegate the task. So we will go with the option of assigning the original FlexiTask to a SP or AD group.
Thank you for the response!
ok, as you like
maybe one more hint, are you aware of possibility each user can configure for him-/her-self long term delegation in sharepoint profile? (even beforehand)
Yes we are aware of that option, thanks!
ok.
if you've got answered your question, please mark correct answer.
I consider this a having a backup approver. How I usually manage this is by assigning the flexitask to a group and put the approver and the backup approver in the group. I make sure that they understand that the primary is approver X and the back up is approver Y in the event that X is out of the loop or unable to provide a timely approval.