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Question

Question

Workflow executing too many times

asked on May 11, 2020

I have a workflow process setup to execute whenever the user changes a Task Status to "Entered".

 

I have the rules defined in the following manner....

 

When the user changes the Task Status to "Entered" they are also changing several other fields at the same time.  One of the things the Workflow process does is send an email to an employee (based on additional rules in the Workflow process) whenever it runs.  What I found was that an email is being sent to the user for every field being modified.  In other words, if the user changes 5 fields at the same time they set the Task Status to "Entered" then 5 emails are sent out.  

Is there a way for me to tell the Workflow process to only execute once?

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Replies

replied on May 11, 2020

If 5 fields change in one shot, you wouldn't get 5 emails. You would only get multiple notifications if the user saves the document between changes.

Adding a condition on template field being set wouldn't necessarily fix this issue because if the user sets another field after setting "Task Status" to "entered", your conditions would still be satisfied.

One way to fix this would be to have this workflow add a tag to the document. You can add a condition to the starting rule to check the tag is not set. That way, on the first change, the Task Status has the value you want, the tag is not set, your workflow starts and adds the tag. Subsequent changes to the document still satisfy the field conditions, but the tag condition will fail.

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replied on May 11, 2020

I think I might have found the solution.  I added the condition of "Entry Changes include Template Field Set" and now the users are only getting one email.  Does this sound like the correct solution?

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