RITM with multiple tasks and task approval

[El Cuchi]

Hi All,

i created a catalogue item that certifies one or more business applications based on the result of some variables.

Process

once the RITM is created there is a list collector that contains all business applications to certify or not.

for each business application i create a catalogue task and each catalogue task has an approval.

After a task is approved, the group assigned to the task must set the variable "certification status" to certified or not certified.

The approval and action from assignment group is needed for all catalogue tasks.

Problems

1 - i want all tasks created in one go, pending approval, however, the flow will create one at the time. subsequent tasks are created on approval of the previous task only. 

WHY?

2 - in a scenario where i have 2 tasks, i would approve the first one and set the certification status to XXXXXX and would close the task as completed. This action would also update the same variables in the RITM record.

If i set the SECOND task as "not certified" and close it completed. Then, the variable in the RITM will change AND the same variable in the first task will be updated too. This is not what i want. I want the certification status in each task to be independent.

Is this possible?

regards,

Max

[Tai Vu]

Hi @El Cuchi 

For the first problem, you can address this by leveraging a Subflow to process all tasks in parallel. Here's how you can approach it:

1. Look up the selected Business Application records from your list collector.
2. Use a Loop to iterate through the Business Application records.
3. For each record in the loop, call a Subflow (uncheck Wait For Completion) that handles the creation of approvals and tasks for that specific application.

This will allow you to generate all tasks simultaneously, bypassing the sequential creation issue you're encountering.

Regarding the second problem, it appears that the certification status variable in your RITM is being shared across all tasks, leading to the unintended updates. Since you're handling multiple tasks for different Business Applications, it may be worth reconsidering how you manage and track the certification status.

For instance, instead of tying the status to the RITM itself, you could:

• Maintain the certification status as part of each Catalog Task.
• Standardize the request stage and state of the RITM based on the results of the certification tasks. For example: If 1 or more tasks fail to get certified, the RITM state is Closed Incomplete. While If all tasks are certified, the RITM state is updated to Closed Complete.

Cheers,

Tai Vu

[El Cuchi]

Hi Tai Vu,

thank you so much for your response.

In terms of your suggestion for the second problem, i thought exactly the same thing. However, would u know how to do that?

regards.