Workflow skipping entries and unable to send emails

asked on August 31, 2016

Help! We are sending a bunch of reports to our members this morning and I designed a workflow to do this. In the testing phases all worked perfectly, but in action, it's disastrous.

I have a workflow that finds all of the entries in a folder. It found 227 entries. It then looks up the entry name from a SQL table and finds the email addresses associated with the file, and emails the file to those people. I have the emails separated out into separate cells and my workflow emails to Email1, Email2, Email3, Email4, Email5 and Email6 that are derived from the query of the file name.

I am BCC'd on them. I only received 113 emails. Workflow skipped every other entry - I cannot find a reason for this. For all of the emails that it did send, I got an error that it was "Unable to send to a recipient" or "Mailbox unavailable. The server response was 5.7.1". We have concluded that they most likely are seen as spam, so I'm not sure how to get around that.

But why did it only send every other entry? It says it found 227, but it sent 113.

I just noticed that this is a For Each File, not entry. Would this make a difference?

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replied on August 31, 2016

Yes, it would make a difference. For Each File does not handle Laserfiche documents. But, based on the dark blue icon, that's actually a For Each Entry that's been renamed to For Each File. For Each File is purple.

The instance details should tell you how many entries Find Entries got. Maybe the workflow connection profile user does not have rights to see some of them?

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replied on August 31, 2016

Oh, maybe I did rename it. It does appear to be a For Each Entry.

The instance details said that it found 227 entries. They are all in the same folder and the workflow connection profile has access to everything in Laserfiche.

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replied on August 31, 2016

Hi Danielle, that appears to be more of an email routing issue than a Laserfiche specific issue. Often a 5.7.1 mail error indicates relay restrictions, in mail routing terms, one server doesn't have the rights to relay mail via another server. If you are getting "Unable to relay" as part of the error message then that's possibly what the problem is and the resolution is to review the relay restrictions on the mail server. Based on your screenshot above, I would first make sure the Laserfiche server had rights to relay configured on your mail server, then would test on the alliant.com and alamedahealthsystem.org domains first - a telnet session from the Laserfiche server may be the initial approach - to see whether that's where the problem is occurring.

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replied on August 31, 2016

So it looks like the workflow instance terminated, right?

If you look in the Workflow Admin Console under Monitoring\Error Logs\Current Logs, you should see these errors in the activity errors.log. There should be a detailed message for each error and you. If the message doesn't make it any clearer to you, please paste it in here or have your reseller open a case with Tech Support.

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Workflow skipping entries and unable to send emails

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