One at a time Scenario 2

In this scenario, 2 planning options for the One at a time method are discussed.

Users and Roles

The following role and users are used in this example:

Role: Role 1, which includes 3 people;Bob, Tom and Brian.
Out of Office user: Bob
Out of Office Forward Users: Joe and Sam

Process 1 - Destination Rule Options
Process Name	OATResolveRole2slots
Activity Plan Option	One at a time
Destination Set	Role 1
Create a slot for each destination	False
Specified number of slots	2
Resolve all roles to users	True
Create a slot for each role	False
Slot(s) assigned to	Role 1
Total number of slots	2
Outcome	This activity is actioned by any two users of the Role in serial

Process 2 - Destination Rule Options
Process Name	OATResolveRoleCreateSlotPDest
Activity Plan Option	One at a time
Destination Set	Role 1
Create a slot for each destination	True
Specified number of slots	N/A
Resolve all roles to users	True
Create a slot for each role	False
Slot(s) assigned to	Role 1
Total number of slots	3
Outcome	This activity is actioned by all three users of the Role in serial

The following diagram shows the process flow and worklist items as it would be displayed on the destination users' K2 Worklist. The Actions section in the diagram represents the steps followed by the destination users during the process cycle. To show the difference between the two processes, the following icons are used:

icon represents worklist items for process OATResolveRole2slots
icon represents worklist items for process OATResolveRoleCreateSlotPDest

Note the following:

Create K2 Workflow processes for process OATResolveRole2slots and process OATResolveRoleCreateSlotPDest with the Destination Rule Options as stipulated in the tables above using for example a SharePoint client event.
Start one instance of the activity of process OATResolveRole2slots and process OATResolveRoleCreateSlotPDest. The activities are reflected in the worklist of the first user of the destination set as this activity is executed in serial. The first user in the destination set of this activity is Bob.

Fig.1 K2 Worklist - Bob

Fig.2 K2 Management Worklist
Bob is unavailable to attend to his worklist and activates his Out of the Office settings with Joe and Sam as Forward users. See K2 Out of Office for details on Out of Office Configuration
Bob's Out of Office status icon will change to red and all his worklist items will be shared with Joe and Sam. Both Joe and Sam are able to view Bob's worklist items, however only one of them can action the item on his behalf.

Fig.3 K2 Worklist - Bob Out of Office status

Fig.4 K2 Worklist - Sam
Sam completes both worklist items on behalf of Bob. Both processes will continue as there are still slots available for both processes. One slot per process has been allocated to Sam. Worklist items are then displayed on Tom's worklist since he is the next destination user in the destination set.

Fig.5 K2 Worklist - Tom

Fig.6 K2 Management Worklist
Tom delegates his OATResolveRole2slots item to Susan, assigning rights to her to action the worklist item. The item is still reflected on Tom's worklist, but in addition, is added to Susan's worklist as she is now an additional destination user of this worklist item. In the figures below, note that Susan has a worklist item for the OATResolveRole2slots instance since she has been added to the list of destination users. The same item is still displayed in Tom's worklist. In figure 8 below, Susan is listed as an additional destination user in the K2 Management>Worklists node of Management Console for the process OATResolveRole2slots

Fig.7 K2 Worklist - Susan

Fig.8 K2 Management Worklist
Tom completes both worklist items on his worklist, which fills the required slots of process OATResolveRole2slots, completing the process. Process OATResolveRoleCreateSlotPDest has one remaining slot available. A worklist item for process OATResolveRoleCreateSlotPDest is then displayed on Brian's worklist since he is the next destination user in the destination set.

Fig.9 K2 Worklist - Brian

Fig.10 K2 Management Worklist
Brian actions the worklist item on his worklist which fills the remaining slot and completes the process OATResolveRoleCreateSlotPDest