SharePoint Workflow: Dynamic Task Assignment

First in a series on solving common SharePoint Designer workflow problems: How to dynamically assign tasks based on user-entered data. Uses InfoPath forms, SharePoint lists as data sources, and workflow variables.

The Problem

A typical scenario: Your organization has 50 managers. A form has a field identifying the expense area. The approval task must be assigned to that area's manager—determined dynamically from user input.

Requirements

• Users complete InfoPath forms with area selection
• Tasks route to correct manager based on selected area
• No developer intervention needed for adding new managers
• Use only out-of-box SharePoint Designer features

Solution Overview

Step 1: Create Data Source

Create a SharePoint list named _Areas with these fields:

• Name (String) - Area name
• Email (String) - Manager email
• Account (Person/Group) - Manager AD account

Populate with all 50 managers.

Step 2: Connect InfoPath Form

In InfoPath:

1. Tools → Data Connections → Add
2. Select SharePoint list as source
3. Choose the _Areas list
4. Bind dropdown field to this data connection

Users can now select from managers dynamically.

Step 3: Create Workflow Variable

In SharePoint Designer workflow:

1. Create action: Set Workflow Variable
2. Create variable PreApproveUser (String)
3. Set value using lookup function

Step 4: Lookup Logic

Configure lookup like SQL:

SELECT AD_User FROM _Areas 
WHERE _Areas.Manager = Procurement.Manager

This retrieves the AD account based on user's area selection.

Step 5: Assign Task

Create action: Collect Data from User

• Assign to variable PreApproveUser
• Store response in workflow variable
• Continue workflow based on response

Key Concepts

Workflow Variables: Store dynamic values for use throughout workflow
Data Source Lookups: Query SharePoint lists like database tables
InfoPath Integration: Form data drives workflow routing decisions
Non-Developer Maintenance: Business users can update manager list

Modern Context: Workflow Evolution

SharePoint Designer workflows are deprecated. Modern alternatives:

• Power Automate: Visual workflow builder with extensive connectors
• Logic Apps: Azure-based enterprise workflow orchestration
• Power Apps: Forms with built-in approval flows
• Microsoft 365 Approvals: Pre-built approval templates

Key Takeaways

1. Dynamic routing based on data - essential for flexible workflows
2. Lookup patterns remain relevant - same concepts apply in Power Automate
3. Variables enable complex logic - store and reuse data throughout process
4. Modern tools are more powerful - but core workflow patterns persist