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Is there any way to change the record ownership from the workflow creator to the person performing the workflow process?

HI Experts,

I hope you can help.

I have created several workflows in which a record is created. For example, in one scenario when a user checks a 'return trip' check box on the incident record a workflow is kicked off to create a copy of the record for starting a new incident.

My security level is administrator and the workflow assigns me as the creator of the new record rather than the user. The user has a lower security level for their business unit only.

I have added an 'assign record' step in the workflow but it is still making me the creator of the copy so that the record is not showing in the user's list. It is only showing in my list. I have to manually assign the record for it to show in the user's list.

What should I do?
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jlblanke
Asked:
jlblanke
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3 Solutions
 
processguruCommented:
Use the Assign step, and assign it to the Modified By of the originating record.
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Feridun KadirPrincipal ConsultantCommented:
Have you tried completing the owner field in the record in the step that creates it?
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jlblankeAuthor Commented:
Unfortunately I do not see a 'Modified by originating record' option on the Assign step.

How do I complete the ower field? It is not visible on the record.
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Feridun KadirPrincipal ConsultantCommented:
Scroll to the end of the form, it may be in the additional fields section. What entity is this for?
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processguruCommented:
Yes, if the Owner field isn't on the form, it will be listed with all the rest of the fields not on the form at the bottom of the workflow details form in Additional Fields.

Whether you set the Owner directly, or using an Assign step, you will want to set to the Modified By:

If assigning Owner directy in the Create Record step, click inside the Owner field and find the Dynamic Values options in the right. You can pick the related record (incident) and attribute to use (Modified By). Click Add (can assign more than one attribute, the first with a value will be used), and then OK to assign the dynamic value to the selected field (will show in yellow).

If assigning through an Assign step, click the Set Properties button to see the Dynamic Values options. Click inside the Owner field first, and then do the same as described above. I've attached a few screenshots to help...
Dynamic-Values.PNG
Dynamic-Values-1.PNG
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jlblankeAuthor Commented:
Hi progressguru, I have changed the assigned field as you suggested. The copy is still not showing at the user level, only at the administrator (creator of the workflow) level. The 'created by' field is me and not the user.

Hi feridun, I am in the incident entity - trying to create a copy of the current record.

I cannot get the 'created by' field to change. :(
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Chinmay PatelEnterprise ArchitectCommented:
Hi jblanke,

Created by, modified by etc are system fields you can't set them explicitly. You have to "assign" the record and system will modify these attributes. Basically whoever runs the workflow and a record is created by that workflow the record will be owned by the user who ran the workflow unless and until you explicitly assign the record to someone.

Regards,
Chinmay.
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processguruCommented:
Yes, that is correct. Is there a specific reason you need the Created By to be the other user and not administrator?

Generally all that will matter is the Owner - who the record currently belongs to.
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Feridun KadirPrincipal ConsultantCommented:
I agree that Created By cannot be explicitly set.  

Can I just check, is the workflow running automatically or manually?  If the workflow runs manually, i.e. a user chooses to run the workflow then everything is created and owned by the user automatically anyway; you don't need any assign steps etc.

It is only for automatic workflows that the owner and created by is set to the owner of the workflow.
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jlblankeAuthor Commented:
Interesting. . . . I have been having everything run automatically.

I need some help though. I set the workflow to run manually. It is still not assigning the record to the user. Is there a point within the workflow that this needs to occur? See my screenshot.
Return-Trip-workflow.docx
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Feridun KadirPrincipal ConsultantCommented:
Looking at your workflow I think you should remove the If statement. That seems to be assigning records to another user.

Also, in the Create Service Call - is the Owner field being set? It should be left blank.
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jlblankeAuthor Commented:
If I leave the Owner field blank then my name is added as the owner of the record that gets created.

When I do an assign, it will change the Owner to whomever I have selected, but it doesn't show up on the list for my user (the one who generated the workflow). It shows up on my list.
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processguruCommented:
Ah, ok - what is the filter of the list? Sounds like it might be Created By = current user instead of Owner = current user. Do you know how to check the filter of the view?
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Feridun KadirPrincipal ConsultantCommented:
jlblanke, with regard to your comment did you have the workflow run manually by another user or you?
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jlblankeAuthor Commented:
processguru: I originally had the view filter by the creator of the ticket. I changed it to the owner. But I am still getting the same results - the copy shows in my list and not in the user's list. I left the owner field blank in the work flow and the owner is me in the copy.

feridun: The workflow is run manually by another user.

Attached is the copy showing the Owner (Call Taken By) and the Creator. The owner is the user and the creator is me. But the view that I set up for the user (attached) does not show this record.

Maybe I have the view set up incorrectly (?).
Owner-and-Created-By-fields.docx
Service-Work-view.docx
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processguruCommented:
Thanks for the screenshots - this helps.

Your view is the culprit here. The last line is attempting to traverse up to the owning user record, in order to filter on some attribute there rather than filtering by the value of the owner on the current record.

Delete the line in blue in your screen shot, and add a new one that is Owner (in the top of list, not the bottom of the list that shows related records) - Equals - Current user. Then, no matter who opens the view, it will show them records assigned to them.
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jlblankeAuthor Commented:
Wow! Thanks to everyone for their help. :)<br /><br />The records are now showing on the user view. I would not have been able to figure this one out. But, it has given me more insight on the workflow process. Thanks again!
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