Claim or release a workflow task that is assigned to a group

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How workflow tasks can be assigned to groups

Claim a workflow task that is assigned to a group

Release a workflow task back to the group to which it was assigned

How workflow tasks can be assigned to groups

You can assign workflow tasks to individuals or to groups. If you are working with one of the predefined workflows that are included in Microsoft Office SharePoint Server 2007, such as the Approval or Collect Feedback workflow, you may have the option to specify how a workflow assigns tasks when it assigns them to groups.

When you add one of these workflows to a list, library, or content type, or when you start a workflow on a document or item, if you select the option Assign a single task to each group entered (Do not expand groups), the workflow assigns only one task to a group. An individual in the group can claim that task to complete it.

If you do not select the Assign a single task to each group entered (Do not expand groups), the workflow creates and assigns individual tasks to every member of the group. Group members can complete these tasks in the same way that they complete a task that is assigned directly to them.

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Claim a workflow task that is assigned to a group

If a workflow owner assigns a workflow task to an entire group and selects the option Assign a single task to each group entered (Do not expand groups), only one task is created for the group. If you are a member of the group, you can claim the task, and it will be reassigned from the group to you.

  1. Open the Tasks list for the site, and then select All Tasks on the View menu to locate the workflow task assigned to your group.

    Note: If the workflow does not use the default Tasks list, the workflow task may not appear in the Tasks list. To locate your workflow task, go to the list or library where the workflow item is saved. Point to the item that you want, click the arrow that appears, and then click Workflows. On the Workflow Status page, under Running Workflows, click the name of the workflow in which you are a participant. Under Tasks, locate the workflow task.

  2. Point to the name of the task that you want to complete, click the arrow that appears, and then click Edit Item.

  3. Click Claim Task.

    The workflow reassigns the task from the group to you. You can now complete the task.

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Release a workflow task back to the group to which it was assigned

If you claimed a task that was originally assigned to a group to which you belong, and you no longer want the task, you can release that task back to the group.

  1. Open the Tasks list for the site, and then select All Tasks on the View menu to locate the workflow task assigned to your group.

    Note: If the workflow does not use the default Tasks list, the workflow task may not appear in the Tasks list. To locate your workflow task, go to the list or library where the workflow item is saved. Point to the item that you want, click the arrow that appears, and then click Workflows. On the Workflow Status page, under Running Workflows, click the name of the workflow in which you are a participant. Under Tasks, locate the workflow task.

  2. Point to the name of the task that you want to complete, click the arrow that appears, and then click Edit Item.

  3. Click Release Task.

    The workflow reassigns the task from you to the group to which it was originally assigned. Other members of the group can now claim the task.

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