Understanding Workflow Collect Task

Oct 13, 2025 by talynt.org 35 views

Introduction

When building workflows in SharePoint Designer, it's common to encounter scenarios where you need to collect data from users. One such scenario is when you want to pass a default value to a Workflow Collect task. In this article, we'll explore how to achieve this in SharePoint Designer 2010.

Understanding Workflow Collect Task

The Workflow Collect task is a built-in activity in SharePoint Designer that allows you to collect data from users. It's commonly used in workflows where you need to gather information from users, such as their account number, name, or email address. The task can be configured to collect data from a specific user group or from a specific user.

Passing a Default Value to Workflow Collect Task

When you add a Workflow Collect task to your workflow, you can configure it to collect data from a specific user or user group. However, in some cases, you may want to pass a default value to the task. This can be useful when you want to pre-populate the task with a specific value or when you want to provide a fallback value in case the user doesn't provide any input.

To pass a default value to a Workflow Collect task, you can use the "Default Value" property of the task. Here's how to do it:

Step 1: Add a Workflow Collect Task

First, add a Workflow Collect task to your workflow. You can do this by dragging and dropping the task from the "Workflow" section of the SharePoint Designer toolbox onto the workflow design surface.

Step 2: Configure the Task

Once you've added the task, configure it to collect data from a specific user or user group. You can do this by setting the "User" property of the task to the specific user or user group you want to collect data from.

Step 3: Set the Default Value

To set the default value of the task, click on the task in the workflow design surface and then click on the "Properties" button in the "Workflow" section of the SharePoint Designer toolbox. This will open the task properties dialog box.

In the task properties dialog box, click on the "Default Value" property and then click on the "..." button next to it. This will open a dialog box where you can enter the default value you want to pass to the task.

Step 4: Enter the Default Value

In the dialog box, enter the default value you want to pass to the task. You can enter a string value, a number, or a date value, depending on the type of data you're collecting.

Step 5: Save the Task Properties

Once you've entered the default value, click "OK" to save the task properties.

Example Use Case

Let's say you have a workflow that collects the account number of a user. You want to pass a default value of "12345" to the task in case the user doesn't provide any input. Here's how you can do it:

Add a Workflow Collect task to the workflow.
Configure the task to collect data from a specific user or user group.
Set the default value of the task to "12345".
Save the task properties.

Tips and Variations

Here are some tips and variations to keep in mind when passing a default value to a Workflow Collect task:

Use a variable: Instead of hardcoding the default value, you can use a variable to store the value. This can make it easier to manage and update the default value.
Use a lookup table: If you have a lookup table that contains the default values, you can use it to populate the task with the default values.
Use a conditional statement: You can use a conditional statement to determine whether to use the default value or to prompt the user for input.

Conclusion

Passing a default value to a Workflow Collect task in SharePoint Designer is a useful technique that can help you streamline your workflows and reduce the amount of user input required. By following the steps outlined in this article, you can easily pass a default value to a Workflow Collect task and make your workflows more efficient.

Troubleshooting

Here are some common issues you may encounter when passing a default value to a Workflow Collect task:

Task not updating with default value: Make sure that the task is configured to use the default value and that the default value is set correctly.
Task not prompting user for input: Make sure that the task is configured to prompt the user for input and that the user is not already logged in.
Task not updating with user input: Make sure that the task is configured to update with user input and that the user is providing the correct input.

Introduction

In our previous article, we explored how to pass a default value to a Workflow Collect task in SharePoint Designer. In this article, we'll answer some frequently asked questions about this topic.

Q: What is the purpose of passing a default value to a Workflow Collect task?

A: Passing a default value to a Workflow Collect task allows you to pre-populate the task with a specific value or provide a fallback value in case the user doesn't provide any input.

Q: How do I configure the Workflow Collect task to use a default value?

A: To configure the Workflow Collect task to use a default value, follow these steps:

Add a Workflow Collect task to your workflow.
Configure the task to collect data from a specific user or user group.
Set the default value of the task by clicking on the "Properties" button and then clicking on the "Default Value" property.
Enter the default value you want to pass to the task.

Q: Can I use a variable to store the default value?

A: Yes, you can use a variable to store the default value. This can make it easier to manage and update the default value.

Q: How do I troubleshoot issues with the Workflow Collect task not updating with the default value?

A: Here are some common issues you may encounter and how to troubleshoot them:

Task not updating with default value: Make sure that the task is configured to use the default value and that the default value is set correctly.
Task not prompting user for input: Make sure that the task is configured to prompt the user for input and that the user is not already logged in.
Task not updating with user input: Make sure that the task is configured to update with user input and that the user is providing the correct input.

Q: Can I use a lookup table to populate the task with default values?

A: Yes, you can use a lookup table to populate the task with default values. This can be useful if you have a large number of default values to manage.

Q: How do I use a conditional statement to determine whether to use the default value or to prompt the user for input?

A: You can use a conditional statement to determine whether to use the default value or to prompt the user for input. Here's an example:

Add a conditional statement to your workflow.
Configure the conditional statement to check whether the user has provided input.
If the user has provided input, use the input value. Otherwise, use the default value.

Q: Are there any limitations to passing a default value to a Workflow Collect task?

A: Yes, there are some limitations to passing a default value to a Workflow Collect task. For example:

Default value must be a string: The default value must be a string value. You cannot pass a number or date value as a default value.
Default value must be a valid value: The default value must be a valid value for the task. For example, if the task is collecting a user's name, the default value must be a valid name.

Conclusion

Passing a default value to a Workflow Collect task in SharePoint Designer can be a useful technique for streamlining your workflows and reducing the amount of user input required. By following the steps outlined in this article and troubleshooting common issues, you can ensure that your workflows are running smoothly and efficiently.