Roles - Owner

Question

Hello, 
 I am creating a new workflow and I need to set the owner of a few states to a role that we don't already have. So I created a new role in Composer and set the owner to that new role. In Administrator, I added users to that role. 
 I then published so I could test. When the workflow got to the state, where it should list the owner, it says "(None)." Is there some other step I missed? 
 
 On a related note, when I created the role in Composer, it created a field and placed it on the "quick form" and set it as a required field. I didn't know it did that. I set the workflow to use a form that I created and when I tested it in Work Center, the form I created appeared as expected, but when I tried to submit it, it said I needed to provide an answer to the required field, which wasn't even on that form. Did I do something wrong there? 
 Thanks very much, 
 Mike

Vickie Ortega · Accepted Answer

This is a good discussion happening here. 
 The message "Print Operator field requires a valid user" means that no user is selected in the Print Operator field. This user is going to be the owner, therefore the value is required. It does not matter if the field is on the form or not on the form. If the field is required, it is required. 
 A lot of testing has happened here, so I'll start from the beginning. As David mentioned, the steps are different if you want a single "owner" for the new items or if you want a group/queue to own the new items. We've been talking about a single owner for most of this conversation, so I'll stick with that assumption. If you would like to setup a group of users (or a queue) as the owner, let us know. 
 When you need an owner for a state: (Some of these steps you have already done, but it's good to validate each one.) 
 1) Create a new role (Print Team), if it does not already exist, for these users. 
 2) Create a user field (Print Operator). 
 3) Assign the Role (Print Team) to the field (Print Operator). This is done in Composer on the field properties "Options" tab. After you deploy, only the users with this role will be considered "valid" options for the field. Therefore, only these users will be valid owners for the state. 
 4) On the state, select the user field (Print Operator) as the owner. 
 5) Put the user field (this is "print operator", not the "owner" field) on the submit/transition form. If you do not want this field on the form, you will need to setup a default user who will be the owner of ALL new items in this state.(We'll do that later.) Either method works, but you have to choose. For troubleshooting, I would put the field on the form until you get everything working. Once, it's working, you can remove the field. 
 6) Deploy the changes. 
 7) Give some users and/or groups the new role (Print Team). This is a key step. Remember, only the users with this role will be allowed to own these items. 
 8) If you decided NOT to put the user field (Print Operator) on the form, setup a default user for this field. This user will be the owner of every new item. To setup the default user. Go under App Admin > Projects > open the project > Default Fields > Print Operator > Attributes > At the bottom of the "defaults" section, click the option for "manage user/group defaults", and pick a default user. Note: Only users with this role will be in the list of available users to chose from. 
 9) Submit a new item. Look at the user field (Print Operator). If you use the drop down, are the correct users in the list? If not, the users do not have the role for this field. If you setup a default user, was the default user selected?

Thu Le · Answer

I think only a "User" field can be owner of a state, not a role. You need to check your "In Queue" state in the process app again, make sure that its owner from the property editor is any user field that exists in the same table.

David Goodale · Answer

When you assign a role to a user field, you are telling SBM that any user assigned to a role can appear in that user field. Typically, you would assign one or more groups to the role after deploy. 
 On the state in the workflow, specify the user field that acts as owner. 
 As the item progresses through the workflow, the selected value in user field gets set as the owner as the item moves into the state. An owner only uses single user fields. If you want multiple owners then you want to use secondary owner and specify a multi-user field. 
 the value of the user field needs to be set prior or during the transition.

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