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Position Group FAQs

Frequently asked questions for the Position Group guide.

Difference from Position​

  • The Position component assigns a task or approval to a single user, role, or position.
  • The Position Group component assigns the same task to multiple users or positions simultaneously.
  • Position Groups also support decision rules like:
    • All must approve
    • Majority approval
    • Single approval
      This makes Position Groups suitable for workflows where several people need to review or approve a process step together.

Group Content​

The group content defines which users or positions will receive the assigned task.
Content can be determined in three ways:

  1. Static Assignment → Predefined users, roles, or departments.
  2. Dynamic Assignment → Filled automatically based on workflow variables or conditions.
  3. Mixed Approach → Combining predefined groups with dynamically selected users.

If the group content is empty and no users are assigned, the workflow can continue through a configured fallback using the Empty Group Event property.

Document Change Handling​

When the If Document(s) is/are Changed Then Request is Needed option is enabled:

  • If the document is modified after approval, the workflow sends the request again to the original approver.
  • This ensures the approver reviews the latest version before the process continues.

Purpose​

The Position Group component is used when an action or approval needs to be assigned to multiple users, positions, user groups, departments, or title-based groups simultaneously.
Unlike the standard Position component, which supports only a single user or position, the Position Group allows flexible multi-user task assignments within a single workflow step.

Best Practices​

  • Always configure the Empty Group Event to prevent workflow errors when no users exist in the group.
  • Use the Conflict State Event to handle approval conflicts safely.
  • Enable If Processed Before Do Not Send Request to avoid duplicate approvals.
  • Turn on Document Change Handling to ensure modified documents are re-reviewed.
  • Regularly update Position Group events to keep them synchronized with process requirements.

Re-Sending Requests​

Yes. By enabling the If Processed Before Do Not Send Request property:

  • Users who have already processed the task in earlier workflow steps will not receive duplicate requests.
  • This avoids redundant approvals and speeds up workflow completion.

Tip:
You can still configure Before Processed Events if you need to monitor specific approval types before ski