Can I make Workflow email me the starting rule that started the workflow?
It would be awesome for troubleshooting, but I'm also creating a workflow to tell me if someone brings in an entry that is related to a specific legal hold, via starting rules watching for key words in the entry names. If the email could tell me the key words that triggered the workflow via the starting rule, that would save me time figuring out what to do with the entry.
Hi Connie,
On the details tab of a Completed Workflow, you can see the Initiating Rule that triggered the Workflow. I'm not aware of that being a token that is available to email, but that is where I look when troubleshooting what triggered an instance.
Hope this helps!
Molly
Thanks, Molly. I hadn't picked up on that. It does mean I still have to open Workflow Designer, find the workflow instance that ran and review the instance. I was hoping for the information to be placed directly into the email that the workflow sends me to notify me of the new entry it caught. That would be less steps for me to take.
There's a %(rulename) token. It's not exposed in the token lists (so you may get warnings when you publish) but it will resolve when the workflow runs.
Thanks, Miruna.
In testing today, using %(rulename) got me the Workflow Name into the email for some reason.
In testing yesterday, I had added the token for %(WorkflowName) which got me a mess.
Having the workflow name certainly helps and that will work for me if I create a new workflow for each Hold situation. Luckily, we don't have too many issues where we want to instigate Holds.
The other option I was considering was having one workflow with multiple starting rules based on the key words relating to each Hold situation we want to watch for (starting rule "If any ... name contains: Keyword1"; "...name contains: Keyword2"; "...name contains: Keyword3"). Having the keywords right in the email notification allows me to not have to go to the workflow and investigate the starting rules in order to find which legal hold to consider applying to the new document.
The workflow name is the so-called "safe name" (aka, sanitized for use in XML). Use %(displayname) instead of %(workflowname). Rules names default to the same names as the workflow's display name, but can be changed in the rule wizard. Rule names need to be unique, so a number is appended to the default name if a rule with the same name exists