Ineligible or Invalid Assignees
Scenario
A workflow assignee can't be assigned to a workflow step when their user record is inactive in the Directory tool, their tool access is removed, or their permissions level changes. This affects members of assignee groups on workflows that haven't started yet.
ExampleWhen three (3) people are assigned to a workflow step, and Person A loses Directory tool access or permissions, the workflow template's assignee (i.e., Person A) becomes invalid or ineligible for assignment. A workflow manager must update the assignee settings. To learn about these roles, see What are the different roles associated with the Workflows tool?
When three (3) people are assigned to a workflow step, and Person A loses Directory tool access or permissions, the workflow template's assignee (i.e., Person A) becomes invalid or ineligible for assignment. A workflow manager must update the assignee settings. To learn about these roles, see What are the different roles associated with the Workflows tool?
Impact
Running workflows aren't immediately affected. Depending on the setup and timing of access or permission changes, the system might block access or send past due notifications. Workflows using 'First Responder Decides' can continue as usual. However, you need to fix the incorrect assignee setting before starting new workflows.
Resolution
To resolve this challenge, a workflow manager can:
Bulk Edit Assignees: Go to the workflow assignee settings and use the bulk edit feature to remove the incorrect assignee and add a new assignee. This updates the assignee on running workflows that haven't reached the workflow step.
Manual Edit and Restart: Go to the workflow assignee settings, remove the invalid assignee(s), and then manually restart any affected active workflows.