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Passing Multiple Users As A String to a Person/Group Lookup Column in a SharePoint 2010 Workflows

by on July 23, 2012

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The solution to finding out what format you need to use is to write a value of a multi-user lookup column, with multiple users already in it, to the Workflow History List and return the field as a string when you do.

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Workflow History List

The workflow history can be found at an address like the below and is a hidden list – At least, I do not know of a way to navigate there other than typing in the url.

Examples

https://mysitecollection.com/WebSite/Lists/Workflow%20History

http://Sharepoint/AppDev/lists/workflow%20history

Syntax of multiple Person/Group User Lookup Column as a String

1;#DOMAIN\spconfigacct;#40;#DOMAIN\ebruce

Return Field As

This Dropdown seems to appear only for Person/Group type columns.

  1. As String (Syntax is User ID Number and then User Name – ex: 96;#Emerson Bruce)
  2. Display Name
  3. Email Address
  4. Login Name
  5. User Id Number

Create Task & assign to users

  1. Action > Tasks > custom task processimage
  2. Click on “These Users”
  3. Participants: Select users or group
  4. Make sure Participants are set to “All at once”

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Concatenate Multiple Users String As Tasks Are Completed

  1. Click on Task (#) link > change title appropriately
  2. Click on “Change behavior of a single task”image
  3. When a task completes
  4. set TeamString (string) to the correctly formatted and concatenated string value

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Advanced Actions with Outcomes

You can wrap the entire process in an outcome If statement!

In the example below, I have two possible outcomes, OptIn and OptOut.

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3 Comments
  1. Rich permalink

    Thanks Emerson – that helped me through a tricky SPD workflow issue. Had to populate a multi pick person field through a workflow – used your tips to set some variables based on domain\user then added to the person field as a long concat’d string.
    Cheers for the help!

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