Notify other users if the application is currently being reviewed by another user

We have a client who has over 90 reviewers in one workflow level; each application must be reviewed by three users then it will automatically route to the next level. Due to the business structure, they are volunteers reviewing applications so they didn't want to force the reviews or have anything missed by assigning certain users certain workflows or applications. However, each application seems to be being over-reviewed and then others, not at all. The ask is that the system account for over-reviews and either provide some kind of notification that someone else is in the application, or trigger the review to not be reviewed multiple times based on the start of a review form.

  • Guest
  • Feb 2 2023
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  • Guest commented
    April 13, 2023 18:56

    Workflow requirements of three users has been set and is being used in this example. The challenge is that when you have more than 3 users who are able to view the application, the application can be OVER reviewed because two users were accessing it at the same time. This client ended up using tags to be able to notify easily, that other users were reading it so they would move on to the next application instead. If, once the the review form was started, the automation kicked in and removed from the workflow level that other users could access, that would work. But the automation kicks in once the review form is submitted, and therefore, when in this instance, they are reading a long essay, during that time multiple people were reading the same essay, then unable to review it and wasting their time.

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  • Admin
    Meg Radford commented
    April 13, 2023 17:48

    Thank you for your feedback. Can you explain why you can't use workflow automation to make sure the application is only reviewed the required number of times?

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