Starting rules help for workflow that sends emails

asked on January 31, 2018

I'm currently working on a workflow for sorting documents based on it's status (Pending, Scanning, Indexing, and Processing).

For example, when the status is changed from Pending to Scanning, the document is moved to the scanning folder and an email is sent to the proper person to notify them that the documents are ready.

I have the workflow setup with starting rules that kick the workflow off whenever a document is created or changed. The problem is, anytime any change to a field is made, there's an email sent out. I only want an email sent out if the status field changes, but I think because of the starting rule, any change causes a repeat email to be sent. What am I missing in my starting rules to make sure that the workflow only starts when the status field is changed? There's no option in the starting rules to start the workflow when a field is changed, yet that option is available when using wait conditions. Thanks for any help you can offer.

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replied on January 31, 2018

You can configure the workflow rule to only trigger if a specific value or values appear in a field, but you cannot tell the rule to only evaluate if a specific field has changed.

What you could try is created a condition subgroup set to "if any are true" then add a condition for each of the valid options for that field (Scanning, Indexing, etc.).

You do this by adding a new condition, selecting Entry > Field > Field Name, then if it is a list you can pick from the dropdown and repeat this for each option

Additionally, you should take other steps in your conditions to try and make it more specific, such as looking for a folder name in the path, checking for a specific template, etc.

Finally, if you have not done so already, also be sure to add a condition for "User does not equal" and set it to whatever account you're using in your workflow connection profile so you don't run the risk of other workflows triggering the process.

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Starting rules help for workflow that sends emails

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