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How to reference users in variables?

What is the correct way to reference XL Release users within variables? 

 

I have a User Input task in the main release to fill in the users per role.  Those variables are then passed to a sub-release created by the main release. 

In both releases, the variables are assigned to teams, and the teams are assigned to tasks.

However, entering username, email address, and plain name in the variables don't seem to be recognized as actual users, just text.

 

Use case:

I'm trying to use variables to pass role assignments from a main release to a sub-release it creates.  For example, if the "Test Manager" role includes "John" in the main release, the corresponding "Test Manager" role in the sub-release would also include "John".  And the user "John" would be able to use My Tasks in the same manner is if he were manually added to the "Test Manager" teams, i.e. filter on tasks assigned to My Teams.

 

John M

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I figured it out.

The variable needs to populated in the format:

Name (Username)

...where Name and Username are those defined in the user's profile.

This will work, but ideally the User Input would present the user list as a special input type so I wouldn't need to look this info up and format it exactly right.  This would also reduce the risk of broken assignments if the user's name or username ever changes.

 

John M 0 votes
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Interesting approach -- I have a couple of questions to get a better picture.

  • Do you use folders or are the releases and subreleases defined on the non-folder level?
  • Do you have variables inside Teams?
  • Are release permissions in your setup defined on before hand or do they change from release to release.

Also, some interesting features are coming up in XL Release 8.2 / 8.5 that may of use to you.

  • The ability to start a release in a different folder than where it is specified.
  • Dynamic ListBox variables backed by a script. In your case, you could then create a User Input task that takes a ListBox variable that is populated with a list of users in the system. 

Kind regards,

Hes Siemelink 0 votes
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@Hes

  • I had to put the templates at the root level (not in a folder) to get this to work, which means the releases are also on the non-folder level.
  • Yes, variables are inside Teams so that I can define the roles generically in the template and assign people to fill those roles per release.
  • Permissions and task assignments are pre-defined by default via the established roles.

 

John M 0 votes
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Hi John, thanks for the explanation.

To be honest, I think this is a feature that wasn't consciously designed but just happens to work. I would recommend sending in a feature request for allowing variables as team members (also on the folder level) and referring to this post.

Kind regards,

Hes Siemelink 0 votes
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@Hes 

Will do. 

And now that I understand a bit more how teams within folders work I may consider using that method instead of passing the users as variables between releases.  But I need to study that a bit more to confirm whether that will fulfill my needs.

John M 0 votes
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Hi John

Keep the following into account:

  • Teams are defined on the folder level. This implies that teams are the same for all templates and releases in a folder.
  • Therefore, if you change the members of a team in a folder, it affects all templates and releases
  • Up until XL Release 8.1 (the current version at this moment), releases are always created in the same folder of the template they are created from.
  • You can't move a release to another folder.

I suspect this may be too rigid for your use case now, BUT I am happy to say that 

  • The upcoming XL Release 8.2 will allow you to start a release in a different folder than its template's.

So that could help you, but you need to set up the folders in advance.

Kind regards,

Hes Siemelink 0 votes