My apologies if this request has been made previously (though I have as of yet been unable to find it in the community).
Accumulation of user tags on a task as it progresses through a workflow and manually moving folders around in order to progress through approval processes (utilising different folders to control permissions). These are not removed other than if it is monitored by a Regular User or Admin with permissions in that folder. Additionally it requires said individuals to have access to the folders they're trying to remove from a task which might have negative business intensives.
As stated above, to manually remove user tags and move these tasks around and remove previous folders. Occasional human error leads to this being missed which can be an issue particularly if access roles are meant to limit editing rights on a task when in a certain location.
To allow workflows to either
Add folder tags in addition to user tags and (importantly) removal ALL previous folder tags and add specified new ones
In my opinion the more preferable option, add and remove specified folder tags.
Benefits/ Use Case / Example
For my use case I believe it would be beneficial to not only tag new folders (as is currently the case and is incredibly useful) from tasks via the use of workflows but also remove tags of folders.
I believe this would be beneficial for a few reason and I hope many of you agree with me in this regard;
Example Scenario - (I'm hoping to show how this could be used in formal approval processes and utilising access roles to their full potential).
Lets imagine a scenario in which "Person 1" in "Group/Team A" requires something from "Group/Team B" however this has to be signed off and approved by "Person 2" who is the manager of "Group/Team B" and then "Person 3" who is a team leader within "Group/Team B" must assign the work to an individual. The most important parts of this scenario is that "Person 1" CANNOT be allowed to progress the request/task themself (as this would defeat the purpose of the approval process) and the process must be poke-yoke (mistake-proof to reduce human error, this could include dragging the task into the wrong folder and not realising).
"Person 1" fills out a request form which creates a task in a folder which all of "Group A" have view rights too (limited to view rights via very restrictive access roles in that folder), "Person 2 " is the only individual within "Group B" who has visibility of that folder and also has edit rights (which allows them to progress the tasks status), they can either;
"Reject" the task, in which case it goes into a folder (and has the previous folder removed) which "Group A" & "Person 1" can modify it until it is appropriate for approval. Then they can change the workflow to "Resubmitted" where it goes into the new submissions folder again and has the previous folder removed so that "Person 1" can no longer edit it. If this previous folder tag is NOT removed then "Person 1" can view the task via the "Rejected" folder and edit it further down the approval chain, which they should not be able to do. It could be down to "Person 2" as the manager to remember to do this but we're all human and therefore I do not think that this is Poke-Yoke.
"Approve" the task, in which case it goes into a folder called "For Team Leader Allocation" (and has the previous folder removed, simply so it doesn't clog up this folder). This then allows "Person 3" to assign the task to another individual (possibly in another folder), whether by workflow or by dragging the task in the workload view.
I believe this would streamline processes such as this and reduce the amount of human error and misplacing of tasks that occurs. Additionally (as I hope I've made clear) for formal processes where gateways and milestones are used to lock changes to a request will be made simple for users (a bit of a pain for admins to set up but that's better that risking error in my opinion).
I hope that makes sense and you can understand how this could also be useful to your use case.
Thanks again for taking the time to read this!
The first time I wrote this article I was under the illusion (for some unknown reason) that you could add folder tags using a workflow, if was fairly convinced of this and I have no idea why. I have since edited this article to also be requesting the ability to ADD folder tags as well as removing them (and removing users once assigned too). So I apologise for any inconsistencies whilst you read this. Thanks - George
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