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    Patrick McClellan

    Hello, Hopefully I'll get a response.

    I attempted on a task initiation being assigned to a group. Apparently the multiple assignees causes AP to create n-many instances, and sending n-many emails to each n-participants (ie, 4 assignees in group (each gets a unique task ID), each assignee gets 4 emails each (f, for a total of 16 emails sent out)

    I've also tried assigning the email 'to' field as "Task Participant UserName" as a colleague suggested but that does the same thing. 

    Any assistance would be appreciated!!!

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    Ron Hall

    Patrick,

    I am not exactly sure what you mean when you talk about the multiple emails going out.  I have never experienced that.

    If you have a standard task, select to Configure.  After you assigned it to a group, go to the Advanced step of the task and create or assign the email.  Assuming you want it to be an email telling the members of the group that they have a task, choose the Initiation tab and either create or select and edit an existing email.  In the To block, go to the System Data section on the right, and drag and drop the System Data variable TaskParticipantUsername into it.  Doing that will cause AgilePoint to send the email to each of the people in the group.

    The use of the Macro I mentioned in the original post is if you want to send an email to a group that isn't associated with a task.  For instance, you might want to send an email to everyone in the Travel Admin group to let them know that John Doe's travel to an Atlanta conference was just approved by his manager.  (Of course, that is assuming the Travel Admin group doesn't get the next step in the workflow.)

    Let me know if that helps.

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    Patrick McClellan

    Hi Ron, 

     

    Thanks for getting back to me. Let me clarify:

     

    The task is assigned to a group (or a semicolon-delimited username list, same behavior occurs). I have done everything  you said to do in the first paragraph with the TaskParticipantUsername.

    From what I understand, AP creates an Initiation event for each user present in the Group, and for some reason it is sending each user a copy of every email, each email has different Task ID (in my email I have a link ${TaskUrl}${TaskID})

    So basically, for users A, B, and C, user A gets emails intended for A,B, and C, User B gets the same emails for A, B, and C, as well as user C gets emails for A, B and C. 

    This behavior also appears when I try:

    $GROUP()  
    $ROLE()  
    ${TaskParticipantUserName}  
    ${ActivityParticipantUserNames}  
    ${ProcessParticipantUserNames}  
    ${ProcessParticipantEmails}  
    and hard-coding the emails in the "to" field.


     
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    Ron Hall

    Patrick,

    In all my years of working with AgilePoint, I have never seen what you are describing.  However, I don't doubt you are seeing it.  Let me run some tests and get back to you later today.

     

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    Patrick McClellan

    Great, thank you. Let me know if you need any more information on my issue. 

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    Loren Bratzler

    I remember having this problem in the past.  The reason it occurred for me was because I was sending the email to the $GROUP() macro instead of using "TaskParticipantUsername".

    As Ron described above, when you have a group task, you should assign the task to the group like this:

     

    Then when you configure the email, don't use the $GROUP() macro but instead use the "TaskParticipantUsername" system field like this:

     

    It is true, as Patrick said, that if there are 4 persons in the group, then AgilePoint will generate 4 distinct tasks (or work-items).  Each work-item will then generate an "Initiation" email and the link in each email will be for one specific work-item.

    So if you use the $GROUP macro in you email configuration, then each person in the group will receive a copy of the 4 work-item specific emails that are generated. 

    Hope that explains it.

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    Patrick McClellan

    Hi Loren, 

    Thanks for the reply. I see the logic of what you're saying, but the behavior I'm getting does not reflect it. 

    I have the task assignment and email "to" set up exactly as you described and still have the problem of every user getting a copy of everyone's email. (I just re-published and tested again to confirm, still sending multiples to each user)

    For what it's worth, I'm on NX 6.0 SP1 SU2 Hotfix 6.

     

    Thanks

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    Loren Bratzler

    That is odd.  Using "TaskParticipantUsername" should work.  I can understand why all the other macros/variables you listed would cause each person to receive multiple emails because there are multiple persons in them:

    $GROUP()         Goes to all persons in the Group
    $ROLE()            Goes to all persons in the Role
    ${ActivityParticipantUserNames}       Note the "s" on the end.  Will go to all persons assigned to the activity
    ${ProcessParticipantUserNames}     Note the "s" on the end.  Will go to all persons who have participated in the entire process.
    ${ProcessParticipantEmails}              Another plural group.  Will go to all persons who have participated in the entire process.
    and hard-coding the emails in the "to" field.      This will send each notification to each hard-coded email address.

    For me, when I had this problem, the key to solving it was to make sure that the "To" config in the email was a single person and not a group of persons.
     
    Maybe Ron will come up with something?  If not, you may need to open a support ticket.
     
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    Karl Makatenas

    Are you using an Email Activity or a Standard Task Activity?  I used to have this issue when I tried using the Email Activity.

    Make sure you don't have the same email configured to multiple tabs on the Email Notifications configuration or they may appear to be doubling up unnecessarily.

    Also, if you're using group assignments, I recommend the Dynamic Task Pool activity unless you have good reason to separate the URL's that go to each individual.

    This configuration sent one email to me and one to the other members of my team:

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    Patrick McClellan

    Hello all!

    I'd like to report that I've resolved the issue.

    I somehow accidentally created the same initiation email on the Start Task in addition to the Standard Task that I had assigned to multiple users. I did not realize this later as I had only 2 people in the assignment group (So I got two emails)

     

    Thank you all for your time and efforts, and maybe this record will serve some lost soul in the future.  

     

    Cheers!!!

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