Fire workflow when a specific field is changed

asked on November 3, 2022 • Show version history

There are numerous questions asked about the limitation that you cannot look for a specific field change when using the Workflow Entry Changed condition but I could not find any suggestions or alternative solutions, although I saw one entry that referred to an alternate solution but there was no link.

We have a template that contains a field called "Assigned To" (one of many fields in the template). When the Assigned To field is changed to a different user a workflow process should kick off which sends an email to the person newly assigned to the document. The problem is that currently, the Entry Changed workflow executes on any change that occurs, the worst being when the users move a page in the document because it fires on every page move.

How can I set the workflow process to only fire when the Assigned To field is changed? Or at the very minimum only fire when a field changes, not when pages are moved around.

We are currently on version 10.4.

Edit: I figured out I can add an Entry Changes condition to only include "Template Field Set". This will save a bunch of unnecessary emails. Any suggestions on how I can take it to the next level and only send an email when the Assigned To value is changed?

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replied on November 3, 2022

I don't think it is an option, but I can tell you how I handle this. I add another list field to the template with 2 options:

Click here to re-assign
Re-assign Now

Now you can have a starting rule for entry changed and this field = Re-Assign Now.

At the end of the workflow, set the field back to Click here so that the workflow does not fire again for any other changes.

Publish your workflow as a business process instead

OR

Use Forms as an interface instead of templates when things get out of control in the template. Forms can call workflows directly when actions are taken and includes a full web form interface. Templates were only made for searching and finding documents, they were never meant to be an interface.

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Fire workflow when a specific field is changed

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