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When a process is instantiated, the K2 Server creates a worklist item within SharePoint on the user's worklist. Once this worklist item is actioned, it must be deleted from the worklist and the next worklist item created within SharePoint. The issue revolved around the K2 process payload that is passed to SharePoint, where the K2 Server has already created the next worklist item, however the corresponding item in SharePoint has not yet been created.

A performance enhancement has been introduced to minimize the K2 process data payload associated with the SharePoint task items. Through this enhancement task execution and management in SharePoint is optimized and the user will experience task assignment, actioning and completition in a shorter space of time.

Error Scenario

  1. Create a SharePoint List
  2. From the list open the K2 Web Designer and create a new process (Enable Start process when item is created
  3. Sellect the Approve, Decline, More info option in the first step
  4. Add the Originator as a destination
  5. Add Copy, Delete, list items as next steps to complete a process instance
  6. Start a process instance from the relevant SharePoint list

    Note: The Approve step must be performed by the user
  7. From Process Portal, action this item and navigate to the MORE INFO step
  8. The user should be able to navigate to the MORE INFO within a reasonable time, or a number of minutes
The time requirement for 1) Task Assignment 2) Actioning and 3) Completion varies and is subject to the system load and volume of the following:
  1. The number of items in the Workflow History List
  2. The number of task items present on the task list
  3. The number of XML/DATA FIELDs and values within the K2 process
  4. The number of concurrent users running workflows in SharePoint
  5. The destination plan option selected. If they select not to plan once the degradation in task execution in SP is directly proportional to the amount of users that exist in the destination set
Note: If for a process there will be a high number of destination users (ie destination user = 1 x Worklist Item), the developer is advised to consider the Plan Once option for the process. This approach reduces the workload on SharePoint especially when large amounts of worklist items are being created in SharePoint.

Error Resolution

This Hotfix is contained within the latest K2 blackpoint 0902 Update. Install the update package to resolve the error.

The latest K2 blackpoint 0902 Update is available as an independent installation package which can be found here: http://portal.k2.com/downloads/k2blackpoint/Default.aspx