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I have a Library where each item uploaded creates an Approval Task. When this is approved i want the columns "Approved By" and "Approved Date" to be updated to the person who approved the task and the time they did so...

I have been trying to get this to work by using the below under the 'Set X To Y' action but this seems to return the completely wrong name!

**Field Data to Retrieve**
Data Source = Association: Task List
Field from Source = Modified By
Return Field As = Display Name

**Find List Item**
Field: ID
Value: Current Item:ID

A few help topics online refer to using [%CurrentTask:Modified%] however this is not a visible option when i try to use this.

Any help appreciated as I was trying to get users to start using this today :(

Image of the action: Screenshot of action

  • Are your sure that task item ID and library item ID are the same? – AlexZh Jun 6 '18 at 12:41
  • You are right.... they are not. How can i link them together to make sure i can pull the approver name from the correct task? – Ben Smith Jun 7 '18 at 13:26
  • You need to store item's ID in task item or vice versa – AlexZh Jun 7 '18 at 13:34
  • Thanks. Is there a 'best suggested field' to do this in? – Ben Smith Jun 7 '18 at 13:46
  • Look here social.msdn.microsoft.com/Forums/sqlserver/en-US/…. Hope it helps – AlexZh Jun 8 '18 at 6:55
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You can access the Task ID from the within the task behaviour. Click on "Change the behaviour of a single task": enter image description here

The best place to set the field in the list / library would probably be in the "When a Task is Pending". You can add a "Set field in current item" action or if you wish to assign it to a workflow variable you can use the "Set Workflow Variable" action.

enter image description here Then in the workflow use it like the following:

enter image description here

Links:

Find current task and reference field in associated task list of workflow

Capture task ID for approval task in SharePoint Designer 2010

  • Thanks for the reply. I dont seem to have or be able to find the option to the screen where 'change the behaviour of a single task' is listed. I can find 'Task' or 'Workflow Task (SP 2013)' content types but the only option for either of these in the customization section is 'Edit Content Type Columns'. I suspect i may be in the wrong place but the screen looks the same. Sorry to be a pain, but cold you help get me to this screen. – Ben Smith Jun 8 '18 at 8:32
  • If it helps the line in my workflow for the task is: Start a task process with Training Approver List:Approver(s) (Task outcome to Variable:Outcome) – Ben Smith Jun 8 '18 at 8:35
  • Click on Approval(5) in start Approval(5) process on... action on the screenshot above – AlexZh Jun 8 '18 at 8:41
  • Is Approval(5) a seperate workflow. as i only have start a task process but the task process bit isn't clickable. Am i using the wrong type of action/task process? – Ben Smith Jun 8 '18 at 8:48
  • What do you use? Site WF? – AlexZh Jun 8 '18 at 8:52

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