Task Results Rule - First Response scenario

Use the First Response option when you only need one person to take action on a task. Many times multiple recipients are assigned a task, but only one of them must take action, and once that action is taken, the task should not and cannot be actioned again.

You can, for example in a Leave Request scenario, assign each new request to a group of people that can approve leave requests. Once it is approved by one of these people, the Approved email is sent. If that person rejects the request, the Rejected email is sent. Then the workflow stops.

In this scenario, the workflow sends the request to two people and a group. When the first recipient actions the task, the task completes.

Example of the configured First Response Result Rule
  1. In this example, Approved and Rejected actions are configured on the Task Detail tab for the Approval Task step.

    2. For more information on configuring the Task tab, see the Task tab topic.

  2. On the Forms tab, use the Basic Task Form.

    3. For more information on configuring the Forms tab, see the Form tabtopic.

  3. On the Recipients tab, add Codi and Bob as recipients. Use the Group section to add the Human Resources recipient group. Remove the Originator.

    4. For more information on configuring the Recipients tab, see the Recipients tabtopic.

  4. On the Task Result Rule tab, select First Response. By default, this is the selected result rule.

    5. For more information on configuring the Outcomes tab, see the Task Result Rule tab topic.

  5. In this example, when the Approval Task is approved an Approved Sent Email is sent to the originator. The email contains the result of the Approval Task step. Add an email step and configure as shown below. Do the same for the Reject Sent Email

    6. For more information on configuring the Send Email step, see the Send Email step topic.

  6. Add an End step to end the workflow after the mail is sent.

    7. For more information on configuring the End step, see the End step topic.

  7. Deploy the workflow.

    8. For more information on deploying the workflow, see the Deploy a workflow topic.

  1. From K2 Management, select the Rights tab and make sure the Domain Users have the necessary rights.
    2. For more information on permissions, see the Server Rights topic.
  2. Select the Instances tab and manually start an instance of the workflow.
  3. Select the Task List tab. From here, you can see the Approval Task is sent to the Human Resources group, Codi and Bob.
  4. Open Workspace for Codi, Bob and Dennis (a member of the Human Resources group). The Approval Task shows on each of their worklists.
  5. The Approval Task completes when the first person opens and takes either the Approve or Reject action. The task no longer shows on the any worklist.
  6. Open Bob's Workspace and approve the task.
  7. The Approval Task is removed from the worklists of Dennis and Codi.