The largest mobility provider in Austria wanted us to implement its internal control system (IKS) based on SharePoint. The main challenge was to map the recurring tasks in SharePoint and monitor them according to specific criteria.

In this blog post, I’ll show you how to automatically create these recurring tasks in certain periods of time and give you an insight into the rest of the workflow.

Request:

  • Automatically create tasks
  • Assign tasks to the data subjects
  • Workflow for testing and super-reviewing tasks
  • Completion of tasks

Implementation:

It all starts with defining the recurring tasks. Administrators define test cases with certain parameters that describe the task in more detail. The key parameters here are:

  • Name
    Name of the task to be created
  • Runtime
    The number of days available to the tester to complete the task
  • Interval
    Repetition frequency of the task (e.g. monthly)
  • Tester
    The user who is editing the task
  • Supervisor
    The user who checks the result of the tester
The customer still has an OnPremise solution. That’s why we chose a SharePoint TimerJob. It reviews the various definitions on a daily basis and creates the recurring tasks in SharePoint as needed. The workflow automatically prompts testers by email to take care of the assigned task.

Each department has its own list in which to define recurring tasks. Thus, only employees who are entitled to create and edit tasks for their department can also be able to do so.

Assessment of recurring tasks:

In his task, the tester makes a statement about his results:

Completion recurring tasks:

The supervisor controls this result. It can then reassign the task to the tester or release the result.

This procedure can be performed until the supervisor releases the result or the duration of the task expires. In the latter case, the workflow automatically completes the task and archives it as “unchecked” in the system.

The system stores all communication between the tester and the supervisor in the task and presents it in a versioned comment history.

Background:

Basic seam you now know about the process.

Now I want to tell you something about the architecture of the system.

In principle, the system is broken down by department. Each department has its own employees and only from those can be chosen for the tasks.

The entire system is subject to its own permission levels. This means that only the tasks of the corresponding department are displayed.

An employee list maintains all users and their roles. If the roles of an employee change, the system automatically applies this change to existing tasks.

If you have a similar request, you are welcome to contact us!

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In another post, we’ll show you how we’ve done recurring tasks with the help of Microsoft Power Automate and Planner.