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Is it possible to add fields from the related list item to a Task form generated by SharePoint Designer by using the "Collect Data from a User" action?

Posted on 2013-01-16
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Last Modified: 2013-07-02
I have a custom approval workflow that I created using SharePoint Designer 2007.  The workflow uses the "Collect Data from a User" action.  The Generated form contains the Title and Description fields, an Approval Status radio button list, a comments multi-line text box, and a link to the related item.  I would like to display a few fields from the related list item so the approver knows what he or she is approving without having to click the related item link.  I added a Data Form Web Part to the top of the Task Form but I need to filter it so only the related item displays.  In the list that the related item is stored in, there is a tracking number column.  That tracking number is the same as the link text for the related item link in the Task form.  When I try to "Send a row of data" from the Task form to the related item's Data Form to use as a filter, the only option I have is the "WorkflowLink" column.  If I choose that, the "Create a hyperlink on" drop-down list is empty and I cannot complete the Web Part Connection Wizard.  Any ideas on how I can expose the related item link text value to the item list Web Form as a filter?  Currently, my only tool is SharePoint Designer 2007 so .NET code is not an option.

Thank you.
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Question by:BLEIP
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4 Comments
 
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Expert Comment

by:sharepointguru14
ID: 38797686
I may not be following what you want to do correctly so I apologize if I got this wrong. But I would get rid of your webpart. Open the task edit for in Infopath designer. You can create a new data source and have that linked to the related item list. In the properties there you can create a filter and you can then filter with items on the current item so in other words your current item:tracking number = Related list datasource: tracking number.
This will then filter the datasource to only items with that tracking number and you can now use this datasource to set field values or just display the results in the form.
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Author Comment

by:BLEIP
ID: 38820501
Unfortunately, we don't have InfoPath and we only have MOSS 2007 Standard.  Is there a way to do something similar in SharePoint Designer?  Basically, I want to add a couple more fields from the list item that the workflow is running on to the SharePoint Designer generated form that is created when the "Collect Data From a User" action is added to the workflow.  I set the "Collect Data From a User" action to ask the user whether they approve or reject the document and to allow them to enter comments.  When the task is assigned to the user, the user is going to want to know what he or she is approving.  Right now, there is only a "Related Item" link which doesn't tell the user much unless he or she clicks on it (which navigates away from the task screen).  I'd like to display a few fields from the workflow item on the "Collect Data" task form so the user doesn't have to click the "Related Item" link.
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LVL 15

Accepted Solution

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sharepointguru14 earned 500 total points
ID: 38821394
Open the Approval Workflow in SharePoint designer.
Click on Approval to edit task process.
Add another text field named "your field" on the task form.
Click ‘Change the behavior of a single task’.
In the ‘Before a task is assigned’ section, add an action ‘Set task field’. Set the "your fields" column to get the value of Current Item: ColumnName.
Publish the workflow.
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Author Comment

by:BLEIP
ID: 38845074
Sorry but I'm having a little trouble following you.  I open up SharePoint Designer 2007 and I can either open the workflow for editing or open the form that was created as a result of using the "Collect Data from a User" action and edit it.  I do not see an area where I can "Change the behavior of a single task" and I'm not seeing a "Before a task is assigned" section.
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