Team Expansion

When workflow activities are assigned to Team roles, the system automatically expands team membership to create individual assignments for member of the team.

Team Membership Expansion:

• Activities may be assigned to a single user, a group, or a Team role.
• If a Team role is used, the system looks up all members of that Team.
• Each member receives their own Activity Assignment.

Resolution Timing:

• Team expansion occurs when the workflow is created, before any Workflow Assignment Rules (WARs) execute
• By the time WARs run, any Team roles assigned to activities have already been expanded into individual Identity assignments

Static Membership

• Team membership used for assignments is locked in when the workflow starts.
• Changes to the Team afterward do not update existing assignments.
  
  • New members won’t receive assignments already created.
  • Removed members keep the assignments they had.

Assignment Items Always Reference Identities

• Activity assignments always reference Identity items (individual users or groups), never directly to Team roles.
• To filter by specific team role (e.g., “Team Manager”, “Team Member”), query the team_role property in the Team Identity relationship

Use Teams for Consistent Patterns:

• Define teams for recurring assignment patterns (e.g., “Engineering Managers”, “Quality Reviewers”)
• Reference teams in rule logic rather than hard-coding individual users
• Maintain team membership centrally for easier administration

Consider Team Size Impact:

• Large teams create many individual assignments, which may impact workflow complexity
• Review team size before using teams in high-frequency workflows
• Consider using dynamic assignment rules to filter team members based on additional criteria

Document Team Requirements:

• Include team membership requirements in rule descriptions
• Document which teams are expected to exist for rules to function correctly
• Communicate team structure dependencies to Change Administrators

Query Teams in Rules Sample:

• If rules depend on Team roles, query the team during the WAR execution and create assignments explicitly

// Example: Query Team members with specific role and create assignments
Innovator inn = this.getInnovator();

string activityId = this.getID(); // Assuming Target = Activity

// Apply business logic to determine Team ID, e.g. team assigned to context item
// ... your custom logic here ...

Item team = inn.newItem(“Team”, “get”);
team.setID(teamId);
team.setAttribute(“select”, “id ");

// Query Team Identity relationships filtered by Team Manager role
Item teamIdentityRel = team.createRelationship(“Team Identity”, “get”);
teamIdentityRel.setAttribute(“select”, “related_id”);
Item teamRole = teamIdentityRel.createPropertyItem(“team_role”, “Identity”, “get”);
teamRole.setProperty(“name”, “Team Manager”);

team = team.apply();

if (team.isError())
{
return inn.newError(“Failed to get Team: " + team.getErrorDetail());
}

// Iterate through Team Identity relationships to get Team Manager Identities
Item teamIdentities = team.getRelationships(“Team Identity”);
int managerCount = teamIdentities.getItemCount();

if (managerCount == 0)
{
return inn.newResult(“No Team Managers found in team”);
}

for (int i = 0; i < managerCount; i++)
{
Item teamIdentityRel = teamIdentities.getItemByIndex(i);
string managerIdentityId = teamIdentityRel.getProperty(“related_id”);

// Create assignment for this Team Manager Identity
Item assignment = inn.newItem(“Activity Assignment”, “add”);
assignment.setProperty(“source_id”, activityId);
assignment.setProperty(“related_id”, managerIdentityId);
assignment.setProperty(“voting_weight”, “100");
assignment = assignment.apply();

if (assignment.isError())
{
return inn.newError(“Failed to assign Team Manager: " + assignment.getErrorDetail());
}
}

return inn.newResult(“Assigned " + managerCount + " Team Manager(s) to activity”);