Question

Email notify on Multi-value field change

Workflow

Updated February 8, 2018

asked on February 7, 2018

Configuring a Receiving workflow and asking for direction on how to implement the sending of an email notification if a "Packing Slips Received" (PSR) multi-value template field is updated. When a packing slip is received, the PSR field will be updated by the Receiving Dept., with Date and Items received listed. I have an Originator Email field to send the notification to, so the originator can pick up their shipment in Receiving. QUESTION: How would I set this up so that whenever a Packing list is received or added to the PSR field, an email is automatically sent?

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replied on February 8, 2018

Hi Bruce,

You could setup a simple workflow that 1) retrieves field field values (from the starting entry) and then 2) sends an email. Next setup a rule to initiate the workflow when any field value changes are detected.

(adjust as needed)

This of course will send an email when any field value changes. If you want to specify only changes to the PSR field you will need to start a workflow for each entry and use the 'Wait for Entry Change' token which allows to specify when a single field has changed.

Hope that helps get you started ....

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replied on February 8, 2018

Andrew has the right idea for handling this. Like he cautions this would trigger the workflow on ANY field that changes on that template.

The way I have gotten around this is to make "invisible" fields on the template. I make fields that only the workflow user account and the admins can see. That way the customer never sees the added fields. Then at the beginning of the workflow I compare the "visible" field and the matching "invisible" field. If the "visible" one is a higher value count then I know something was added.

In your case, when the receiving department adds to the PSR field, the workflow would see that the "invisible" one is empty and know that that field changed. This would stop an email notification from going out if any other field was changed. Say for example the company name was spelled wrong and someone changed it. Or deleted a date and added a new date back in.

Hope this helps.

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Email notify on Multi-value field change

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