Generate List of created Task Lists

Question

I have two lists and I am trying to use a workflow to create a third:

List 1: (New-Hire List) A list of New Hires that contains several fields to record their onboarding. One of the fields is "Onboarding Phase" that can be set to Phase 1,2,3, etc. When the Onboarding Phase is set to 2 or 3, and the New Hire form is saved, a workflow executes that creates a Task-List in a separate sub-site.

List 2: (Task-List) This task list is titled with the New Hire's Name. I created this because I did not know how to make a list of lists in SharePoint.

How do I create a workflow to generate a third list or a view that lists all of the newly created task-lists on the sub-site?

Answer 1

Instead of creating a new Task List for every New Hire, you should have a single Task List that has a Lookup Column pointing to the New Hire List. Then every Task you create with the workflow should have this column's value for that Task set to the New Hire Item you are currently processing.

If you wanted to have tasks for different phases, you could add a Choice column to the single Task List for Task Phase. Your workflow should then set that value to the appropriate phase at the same time it is creating the tasks and setting the New Hire Lookup.

You could create a separate View for each New Hire per phase, however, it would probably be easier to use dynamic url list filters, then you can send the link to a dynamically filtered view from your workflow in an email -- or you could even add a Hyperlink column on your New Hire List that the workflow could populate with a link the current phase's dynamically filtered view. For example, if your New Hire Lookup column is named TaskNewHire and your Phase column is named TaskOnboardingPhase then your workflow would construct a URL that looks like https://mysharepointserver/sites/onboardingsite/NewHireTasks/AllItems.aspx?FilterField1=TaskNewHire%5Fx003a%5FID&FilterValue1=<<InsertIDOfCurrentNewHireHere>>&FilterField2=TaskOnboardingPhase&FilterValue2=<<InsertTitleOfCurrentPhaseHere>>