After updating our employee onboarding process template in Infor OS Workflow, tasks are no longer being assigned to the HR team members. The workflow initiates successfully when a new hire is entered, but all the HR-related tasks (document verification, system access setup, orientation scheduling) remain unassigned.
I modified the template last week to add two new onboarding steps for compliance training and equipment requests. Since then, none of the workflow tasks are reaching the HR team’s task queue. When I check the workflow instance details, the tasks show as ‘Created’ but have no assignee listed.
The task assignment settings appear correct in the template - each task is configured to assign to the ‘HR_Onboarding_Team’ group. I’ve verified this group exists and has active members. The assignment group configuration hasn’t changed from our previous working template.
This is causing significant onboarding delays as HR isn’t receiving notifications about new hires. I’m concerned that the workflow template publishing process may not have properly updated the active workflows. Has anyone experienced task assignment issues after modifying workflow templates in ICS 2022?
I’ll provide a complete solution addressing all three key areas of your task assignment problem:
Task Assignment Settings:
The core issue appears to be a combination of reference inconsistency and template versioning. Here’s how to properly configure task assignments in your updated template:
Verify Group References: Open your workflow template in the designer and check each task’s assignment configuration. The reference must match the exact group name including case and special characters. In your case:
Correct: ‘HR-Onboarding-Team’ (hyphens)
Incorrect: ‘HR_Onboarding_Team’ (underscores)
Use Group IDs Instead of Names: For reliability, reference groups by their system ID rather than display name. Navigate to User Management > Groups > HR-Onboarding-Team and note the Group ID (typically a GUID like ‘a7f3c9e1-…’). Update your task assignment to use this ID. This prevents issues if the group is renamed in the future.
Check Assignment Type: Ensure each task’s assignment type is set to ‘Group’ not ‘Dynamic’ or ‘Role’. Dynamic assignments require additional configuration that may have been disrupted when you added new tasks.
Assignment Group Configuration:
Beyond the template settings, verify the group itself is properly configured for workflow task assignment:
Group Properties: Navigate to User Management > Groups > HR-Onboarding-Team > Properties
Verify ‘Enable for Workflow’ checkbox is selected
Ensure ‘Task Assignment Method’ is set to ‘Round Robin’ or ‘Load Balance’ (not ‘Manual’)
Check that ‘Notify on Assignment’ is enabled so team members receive task notifications
Group Membership: Confirm the group has active members. Even if members exist, check their user status:
All members must have ‘Active’ status
Members must have ‘Workflow Participant’ role
At least one member must be marked as ‘Primary’ for the group
Group Permissions: Verify the group has permissions for the HR module tasks:
HR Core module access
Employee Onboarding functional area access
Task execution permissions for onboarding workflows
Without these permissions, tasks may be created but remain unassigned due to security restrictions.
Workflow Template Publishing:
This is where your issue likely originated. When you modified and republished the template, the process didn’t properly update all aspects:
Template Version Management: You mentioned workflows show v2.1, which is correct. However, check if there’s a v2.0 that was partially published. Go to Workflow Designer > Templates > Employee Onboarding > Version History. Look for any versions between your original and current that might have incomplete configurations.
Proper Publishing Process: To correctly update a workflow template:
Make all changes in draft mode
Validate the template (Workflow Designer > Validate Template)
Check for validation warnings about task assignments
Publish as a new version (don’t overwrite existing version)
Test with a single instance before deploying to production
Force Template Refresh: Since your workflows are already showing v2.1 but still failing, you need to force a refresh:
Go to Workflow Administration > Template Management
Select ‘Employee Onboarding’ template
Click ‘Republish to Active Instances’
This forces all running workflows to reload the template configuration
Note: This only affects new task assignments, not already-created tasks
Task Sequence Impact: You mentioned inserting tasks in the middle. This can cause issues if sequence dependencies weren’t updated. Open your template and verify:
Each task has a unique sequence number (10, 20, 30, etc. - leave gaps for future insertions)
New tasks (compliance training, equipment requests) have proper sequence numbers
No duplicate sequence numbers exist
Predecessor/successor relationships are correctly defined
Immediate Remediation:
For workflows already in progress with unassigned tasks:
Manual Reassignment: Use Workflow Administration > Bulk Task Assignment
Filter: TaskStatus = ‘Created’ AND AssigneeID IS NULL AND WorkflowType = ‘EmployeeOnboarding’
Assign to: HR-Onboarding-Team group
This handles existing broken workflows
Template Correction: Update the template to fix the group reference:
Change all instances of ‘HR_Onboarding_Team’ to the correct group ID
Verify the two new tasks (compliance training, equipment requests) have assignment configuration
Republish as v2.2 to create a clean version
Testing Protocol: Before deploying the corrected template:
Create a test employee record
Initiate onboarding workflow manually
Monitor task creation and assignment in real-time
Verify HR team members receive task notifications
Confirm tasks appear in their task queue
Complete one task to verify workflow progression
Long-term Prevention:
Document the correct group name/ID in your workflow configuration guide
Use group IDs instead of names in all workflow templates
Implement a template change validation checklist that includes assignment verification
Test template changes in a sandbox environment before publishing to production
Create a workflow monitoring dashboard that alerts when tasks remain unassigned for more than 2 hours
By addressing all three areas - task assignment configuration, group setup, and proper template publishing - your onboarding workflow should resume normal task assignment to the HR team.
This draft is based on general Infor CloudSuite knowledge. It has not been verified against your specific version and environment. Practitioners: verify the steps and share your experience below.
When you publish template changes, existing workflow definitions don’t automatically update. You need to explicitly update the workflow instances or create a new version. Check if your new hire workflows are still using the old template version. You can verify this in the workflow properties - it should show the template version number.
I checked and the workflows created after my template update are showing the new version number (v2.1). However, they still don’t have assignees. Could this be related to how I added the new steps? I inserted them in the middle of the workflow sequence rather than at the end.
Tested this on Infor CloudSuite HCM v21.4 and verifying the exact group reference string in the workflow template designer, including hyphen formatting, immediately restored HR task assignments.
Inserting steps in the middle of a template can cause assignment issues if you don’t update the task sequence numbers. Each task has a sequence ID, and if your new tasks disrupted the numbering, the assignment logic might be looking for tasks at the wrong sequence positions. Check the task sequence configuration in your template and ensure there are no gaps or duplicates in the numbering. Also verify that your new tasks have the assignment group configured - sometimes when copying tasks, the assignment setting doesn’t copy over.
I’ve seen this before. In ICS 2022, there’s a known issue where template updates don’t properly propagate assignment group changes if the group reference uses a dynamic lookup instead of a static group ID. Check if your template is using ${assignmentGroup} variable or similar dynamic reference. If so, you need to ensure the variable is being populated correctly in the workflow initialization parameters.
I found that some of the task definitions are using ‘HR_Onboarding_Team’ (with underscores) but the actual group name in the system is ‘HR-Onboarding-Team’ (with hyphens). Could this naming mismatch be causing the assignment failure? The weird thing is the old template version also had this same reference and it worked fine.
That naming mismatch would definitely cause assignment failures. However, if the old template worked with the same reference, something else changed. Check if someone renamed the group recently or if there are two groups with similar names. Use the Group Management console to search for all groups containing ‘onboarding’ to see what exists.