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Question

Question

multiple user tasks to send one email notification

asked on March 4, 2021

Hi, 

I have a built process diagram in Forms. I need the form to be approved by number of users (16) based on what selection the submitter makes when submitting the initial form. After the users (number can vary) approve the form I need it to send only 1 email notification. As of right now I get as many email notifications as there are user tasks approved. Is there a way to have it only send one notification after all the users have approved the task? 

I'll attach an example of what my process diagram looks like right now. 

Thank you!

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door.png (18.6 KB)
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Replies

replied on March 4, 2021 Show version history

You should use an inclusive gateway to merge the process flows then have that go into the email task. When an inclusive gateway is used to merge branches, it waits for all active branches to finish before moving on. 

https://www.laserfiche.com/support/webhelp/Laserfiche/10/en-US/administration/#../Subsystems/Forms/Content/Gateways.htm?

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replied on March 4, 2021

I have tried that but it still sends more than one email.

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replied on March 4, 2021 Show version history

If you build the process something like this, the email I point to will only be triggered once. As each user task is completed, that branch will wait at the merging inclusive gateway until all active tasks are finished, then it will move on to the email. 

Rereading your first post, are you talking about the email notifying you that your user was assigned a task? Or the Approved email after? I am trying to get just one copy of the Approved email once each assigned user finishes their task. 

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replied on March 8, 2021

Thank you, how do I go if I need one email to be sent if the the users approved the task and another one if they rejected it?

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replied on March 9, 2021

What does "approved" vs "rejected" look like? Does only one approver need to approve for it to be a yes? Or does one reject  mean it's rejected as a whole? Or is there a team of X people and only one of them claims and approves/rejects the task? 

The process will need to be different depending on exactly what you want to happen. 

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