Managing workflow user queues

Administrators can build user queues Queues identify tasks users can take ownership of, and which user(s) receive task-related emails. A workflow queue can be a single user or a group of users. including one or multiple users that can take ownership of workflow A series of tasks generated based on an event or form submission. tasks.

End users in the queue see the workflow task Part of a workflow that itemizes certain work to be completed. in My Tasks or in the unclaimed tasks in their user queue. To get a feel for what the end users in the queue do, see Managing task ownership.

Create a queue

Follow these steps to create a user queue.

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. On the left menu, select Workflow Queues.
3. To add a queue, select the Workflow Queues button.
4. Complete the following:

   • Enter a Name for the user queue and add a Description of who or what the workflow queue A single user, or group of users that can work on a task in a workflow. is for.

   • Select Active for the workflow to be immediately available for use.

   • Select a Workflow Definition The template used to build a workflow which is the outline of tasks that must be completed. only if you want to restrict the queue to a single workflow definition (template). If you want the workflow definition to be available to any queue, leave this unselected. Later, when you create the workflow definition tasks, you will assign queues to individual tasks via the Route To selection. See Managing workflow definitions.

5. Drag and drop users between All Users on the right to Users in Queue on the left to populate the queue with the correct names.

6. Once the users are in Users in Queue, drag the usernames to rank them in Priority order. The first user in the list is assigned as the Internal Owner The organization's point of contact for the third-party to receive notifications, such as if a DDQ was sent to third-party point of contact. The internal owner is useful, for example, if your organization has a process for assigning third-parties based on location. of the workflow user queue who will receive notifications. Notification tasks can be set up for Internal Owner notifications, such as when the third-party is approved.

7. Select Save.

Manage an existing queue

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. Select Workflow Queues from the left menu.
3. In the workflow queue grid, select any of the following:
   to edit the workflow queue. Changes to an active workflow queue makes the changes immediately.
   to clone a workflow queue then edit it to create a new queue.
   to delete the workflow queue. Because workflow queues with users can be deleted, make sure to update affected workflows with appropriate queues before deleting a queue. Once deleted, the queue cannot be recovered.