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Question

Delay action or scheduled starting event?

Workflow
Updated August 21, 2020
asked on August 21, 2020 • Show version history

I have a use case where a notification needs to be sent when an expiration date field reaches the current date.  What is a better solution:

Use a delay action within the workflow that files the document or

Create a new workflow that scans the documents for expired dates?

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Answer

SELECTED ANSWER
replied on August 21, 2020

I recommend not using the wait condition and instead making a secondary workflow to scan for expired/soon-to-expire documents.

Added benefit is that you can send a single summary email (weekly, monthly, whatever) instead of having a number of individual emails firing off. And your logic can ensure that if something got missed/forgotten in the previous round it's still included in the next summary email.

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Replies

replied on August 21, 2020

Thank you.  I use the wait condition for another use case but it is for a fairly short period of time.

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replied on August 21, 2020

Wait conditions are fine, but unless you have a reason you need a continuous process history, a scan for documents is more efficient and has less impact on the Workflow database size. Especially if the expiration date is far in the future. It also makes it easier to update processes if you want documents processed differently once the deadline passes.

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