Scenario: 5 Recipients 5 Responses 3 Approved actions

To illustrate what happens in this scenario from an administrative perspective, you open the Task List in K2 Management. Here you're able to see how the task status changes as the recipients open and action the task. This is also a convenient way to track, test, and confirm the behavior of how you configured the scenario.For more information on how to access K2 Management see Accessing K2 Sites.

The workflow starts and sends a task to all the recipients. Nobody has opened the task and it is available to all. The Status for all tasks is Available.

Codi opens the task and takes one of the five available responses for the task. Notice the status for Codi is Open. The task is still available for the remaining four recipients.

Bob and Dennis open the task and take the second and third available responses. Notice the status for Bob and Dennis is Open and, for the remaining recipients, it is Available. In this scenario, you specified that there are five possible responses, which means that the task is still available for the remaining recipients on their task lists.

Codi actions and approves the task and her name no longer shows on the Task List. This is the first Approve response. In this scenario, you configured the voting rule to wait for three approved actions. Notice that Bob and Dennis's tasks are still open.

Holly and Erica open the task and takes the fourth and fifth available responses.

Bob actions and Rejects the task while Dennis Approves it. Their names no longer show on the Task List.

To see the voting rule in action, open the Activity Instance Detail report. Select the Reports tab and scroll down to locate the All Instances section of the Process Overview report. Select the link for the Active task.

On the Process Instance Detail report, scroll down to locate the Activities section. Click the Task link.

In the Participants section of the Activities Instance Detail report, notice that Codi and Dennis approved the task and the workflow is waiting for the third and final Approve action.

Holly actions and rejects the task. Notice on the Activity Instance Detail report that the workflow is still active and waiting for the third and final Approve action.

Erica actions and approves the task which completes the requirement for three approved responses. The task completes.

In the Participants section of the Activities Instance Detail report, notice that Codi, Dennis, and Erica approved the task.

Configure the Task step for this scenario by matching your task with the examples:

Task Tab	Configuration Details
Task	On the Task tab add two actions: Approve and Reject. For additional information, see Task tab.
Recipients	On the Recipients tab add Codi, Bob, Dennis, Holly, and Erica as recipients. For additional information, see Recipient tab.
Task Result Rule	On the Result/Voting tab configure the following: Select Custom for the Task Result Rule Expand Options and type 5 as the available responses   For additional configuration information, see Task Result Rule tab. For more information and scenario on Custom Voting Rule, see Task Results Rule - Custom Voting Rule.
Custom Voting Rule	In the Rules Designer configure the following: For the IF condition, select Number of responses and type 3. From the menu, select Approve For the THEN condition, select Approved For the ELSE condition, select Wait for Responses   For additional configuration information, see Task Result Rule tab. For more information and scenario on Custom Voting Rule, see Task Results Rule - Custom Voting Rule.

When working with this type of scenario keep in mind the following considerations:

• When you select a task from your task list in K2 Workspace (Desktop), the status for the task changes from Available to Open. You take ownership of the task and it stays open in your name until you release, share, redirect, or action it. For more information see the Redirect, and Release scenarios.
• If you don't action an open a task, remember to release it so it is available for other recipients. For more information on how to release a task, see Release in the Task Action Bar section of the My Tasks topic.
• All recipients can redirect the task. Five tasks can be completed because five responses are required to complete the task.
• When you redirect the task you no longer see it on your task list. The task shows on the other person's task list and they can action it..
• When you share a task, the task stays on your task list but also shows on the other person's task list. The first person to open the task can take action on it and the task is removed from the other person's task list.
• When you sleep a task, it pauses or suspends the task for a period of time. The task does not show on your task list until the time specified elapses. You have no option to release this task until the time has elapsed. The task is still open in your name as you are the owner of it.
• When you use the custom voting rule and also want to specify a number or responses, always remember to make sure you have enough responses to cover all your voting rule actions. In this scenario you specified five responses and your voting rule needs three approved actions. This means you have enough responses to cover the actions.