When you make an Approval Workflow for any document library, the regular scenario is sending the approval details via an email, SharePoint compatible with Outlook adds a button which know as Open this task button, the below image is exactly what you receive when a task assigned to you from the approval workflow:
But unfortunately when clicking this button for completing the task, we have like the below error:
After few searching for this error I have to know the suggested reasons for it:
The form template is not available.
The form template cannot be downloaded from the site.
The form template was not sent in the e-mail message.
The form template was not published to a shared location.
And the suggested resolution is to add the URL for the form template to your trusted sites or local zone and ensure that the person has ‘Contribute’, the minimum permissions required to update InfoPath forms.
But no way L, I have tried all the known solutions without good results, my suggestion to the error is due to cross domain, and LB failures, but the hope is that we have a workaround solution, which also gives more power to the workflow mail actions, as the OWA don’t give you the option of (Open this task) button through web, you must have Outlook.
The Solution is easy, when you make your approval workflow, click on Approval Action to edit it like below:
You will have four options to edit the Action, click change the behavior of a single task like below:
It will give you the detailed steps for the approval process, search for any email sending actions like below:
Then click each one to edit its content, we are going to add the Open task as a link inside the email body, type any text you want for example (Open this task), then click on the Hyper link button in the right corner of the email defining screen like below:
It will open a screen for editing the link, in the Address section click on the String Builder button like below in step (1), then click the Add or Change Lookup button like below in step (2), then in the Data Source section dropdown the list and choose Workflow Context, then in the Field from source section Choose Current Site URL like below in step (3), then O.K to save changes in all windows:
Then the String Builder will be like below, add the following URL snippet behind the added Context (/WorkflowTasks/DispForm.aspx?ID=):
Where (WorkflowTasks) is the name of the current workflow Task list, and (DispForm.aspx) is the display page for the workflow task, and the (ID) is current task ID, which we add this ID , like below steps (2) and (3):
Then O.K to save all changes like before, you will notice like below, that your added text converted to URL, press O.K to finish editing the sending mail action body
Now, repeat the above steps for the remaining email sending actions, and after finishing all, just publish your workflow:
Now test your document workflow, and notice the incoming email to you like below, the link can now open your task form to edit it, approve, reject, cancel, or reassign the task, and also from OWA too, notice that the Open this task button still appear, no way till Microsoft found a solution we can use it later J :