Add <<Current User>> token to "Owner" dropdown on the Job Starter/Work Request Form (VSTS 154422)

Rockell B. (Aprimo Consultant) 4 months ago in Productivity Management • updated by Adam Valine 1 month ago 9

In the Job Starter, set the currently logged in user as the default owner rather than having to pick themselves.

Work Requests Configuration

Our plan is to work this into the updates being done with Work Requests around usability.  However, there are a few different ideas combined into this thread.  So here is what I am suggesting that I believe would handle these use cases.

Here is an approach we could take to solve both needs but keep this simple:

Add the ability to pick a token of <Requester> as a default for the Activity Owner and/or Activity Admin fields. If these fields are exposed on the request form, then this field would default to empty and the Requester has to select someone (could be themselves).  If the field is not exposed to the request form, then when the request is submitted the field is set to the requesting user in the background.  I think in most cases if you are setting the Requester to the default then you do not want them to change it so then you will not expose it.  But if you do want to allow them to pick then you probably want them to make a conscious choice for these fields and not have it default to anything.

What are the thoughts of this group on this approach?

that makes sense and would be a huge win....what if the <Requestor> is a contributor user (most of the time it is)...does that mean that contributors can now be owners/admins? if so does that mean that a contributor can also now be a project manager (since the project manager is defaulted to the activity admin) just a thought? will the owner/admin/pm field show "<<Requestor>> or be translated to the actual requestor's name? 

That would meet our business needs but I have one clarifying question:

- If Owner and/or Activity Admin is displayed in the request form, the field would be blank and required

- If Owner and/or Activity Admin is not displayed in the request form, the field is set to the requesting user when the form is submitted.

Would there still be the ability to default the Owner and/or Activity Admin field to someone other than the requesting user and not display the field?

Additionally we feel a need to have an option to pre-filter these lists. Often, not all users in the system are suited to act as admin/owner and so should not be selectable. Today, you can use a filter during configuration of this form, but you cannot automatically apply a filter to the selection list as presented for the requestor. 
Related to above comment of Christine: I think the problem is that both 'Owner' and 'Project Administrator' cannot be left blank in the activity default configuration. Would be great to have an option 'empty' there and only make the field mandatory when the form is actually completed by a requestor. 

Same for us. Some of our end users are complaining about limits on a drop down list. Pre-filters would simplify lot their work.

+1 for Pre-Filtering lists: we get so many users claiming system issues because they don't see their names due to truncation.

We specifically didn't want this option because it doesn't force the requester to choose something.  

We wanted them to have to consciously choose a name to proceed.  

If you add it as a default, we'd like to be able to "opt out" of it.

If there was a token user << Work Requestor >> that would give the flexibility to default Owner and Activity Admin to the requestor like and Activity defaults to or set another user if business process demands it.