Can a Workflow assign to either a User or a Team?

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Posted on by rmcanally65

Hello all:

I think I know the answer, but wanted a "best practices" input from anyone here: I need a workflow to assign a Task to the owner's queue (after other criteria are met); the issue is the "owner" may be either a User or a Team.

The question is should this exists as 2 different WF (for User and for Team)? I know that if I combine the Create Queue Item instructions (as to create and assign to Owning User or Owning Team), then whichever I put first it will either find the Owner or fail (that is, if I put Owning User first and the owner is a Team, the WF will fail).

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Royal King 27,686 on at

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you can check whether owner is team or user based on that you can have if else condition in one workflow to assign it to the queue item.

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rmcanally65 on at

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Chitra:

I am assuming that the WF would need the conditionals to be as such:

IF Task Status = "To Do" AND Owner = Task.Owning Team

THEN Create queue item in Owning Team's default queue

OTHERWISE IF Task Status = "To Do" AND Owner = Task.Owning User

THEN Create queue item in Owning User's default queue

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Royal King 27,686 on at

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That's correct.

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rmcanally65 on at

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Thanks for the confirmation, Chitra!

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Lula07 on at

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Hello Chitra. What version did you use when you created this workflow? My workflow is executed when I assign my custom entity and I can't access to Owning Team field from the condition configuration.

Thanks

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Community Member on at

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@Lula07 Is your custom entity configured to be Owned by User/Team, or by Organization? It sounds like the second one, in which case your records won't have "Owners" that you can see. The method above will work from CRM 2011 onwards - before that Teams could not own records.

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Lula07 on at

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Hello Adam, thank you for the reply. I'm working on CRM Dynamics 2013, my custom entity is configured to be owned by User/ Team. From workflow configuration, I can see the field Entity: Owner

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Rather than select Credit Detail as the entity as you have in your screenshot, look for User (Owner) and Team (Owner) as related entities in the first 'field' on this screen. For each of those, check if the matching field contains data. For example, User (Owner):User > Contains Data

(The field with the same name as the entity has the GUID in, so it is a good test for "does this record exist")

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