Is there a way of initiatien a workflow based on an specific User Group?

 Hello ​@Samuel Velasco 

Welcome to the DocuSign Community!

You cannot determine which workflow will be triggered based on the User Group.

But I can suggest you the work around for specific workflow to be triggered based on the User Group of the user initiating the workflow. You can use “Navigation Action” under “Account Management” in Admin. where you can use that user group, and the user of that group can only generation the document and kick off the workflow.
 

Hope this helps!

Hi ​@Samuel Velasco,

An option would be to capture the Group value on the intake form. This value can be used to determine if it’s the correct group to continue the workflow. For example, you could have a simple dropdown value “User’s Group” with the correct values such as “Legal/Sales/IT”. The submitting user would have to know what this value is in order to select it so there is room for confusion if they do not know what their group is. 

There is also the “Users and Groups” field type on the Document Generation form which will allow the submitting user to choose 1 user or 1 group from the account before submitting the form. If they choose a user (for example, they could choose themselves), then the Group data is available. Here is a screen shot of what that looks like when a user is selected:

Hope this helps!

Pawan Gangwani wrote:

 Hello ​@Samuel Velasco 

Welcome to the DocuSign Community!

You cannot determine which workflow will be triggered based on the User Group.

But I can suggest you the work around for specific workflow to be triggered based on the User Group of the user initiating the workflow. You can use “Navigation Action” under “Account Management” in Admin. where you can use that user group, and the user of that group can only generation the document and kick off the workflow.
 

Hope this helps!

Hi Pawan, thanks for your help. The issue is that different groups need to share the same action, hence I was trying to determine which WF gets triggered using a different method.

I ended up creating a workflow that helps determine which group the User belong to and which WF needs to be triggered based on this.

I will upload a picture of the diagram shortly.

Thank you!

Kelly.Gatling wrote:

Hi ​@Samuel Velasco,

 

An option would be to capture the Group value on the intake form. This value can be used to determine if it’s the correct group to continue the workflow. For example, you could have a simple dropdown value “User’s Group” with the correct values such as “Legal/Sales/IT”. The submitting user would have to know what this value is in order to select it so there is room for confusion if they do not know what their group is. 

 

There is also the “Users and Groups” field type on the Document Generation form which will allow the submitting user to choose 1 user or 1 group from the account before submitting the form. If they choose a user (for example, they could choose themselves), then the Group data is available. Here is a screen shot of what that looks like when a user is selected:

 

 

Hope this helps!

Thank you very much for your response.

I find this approach to determining the user’s group quite interesting and useful. However, I was aiming to identify this value even before reaching the Generation Form.

I have accomplished this by creating a workflow that utilizes a CSV file to determine which group the SubmittedBy user variable belongs to. Based on the output, it triggers the appropriate workflow.

That said, I do see the value in your method for other scenarios.

Thank you!

Best Regards,

Samuel

Hi all,

Many thanks for your helpful responses.

I have built a workflow to identify which group the user belongs to by using a CSV file and looping through the values as illustrated below:

I would appreciate any feedback you may have on this!

Many thanks!

Regards,

Samuel

Samuel Velasco wrote:

Hi all,

Many thanks for your helpful responses.

I have built a workflow to identify which group the user belongs to by using a CSV file and looping through the values as illustrated below:

 

 

I would appreciate any feedback you may have on this!

Many thanks!

Regards,

Samuel

Well, that’s the good approach though you can use the “Resource Variable” to find out the user as a best practice. main things to make sure that the CSV is unified, as same user is not a part of two or multiple groups otherwise, it might will break the flow. and if it is the condition then you should think about the exceptional handling in workflow.

Thanks!