Question

Email Notifications/Reminders Based on Metadata

Workflow Version 11

Updated December 22, 2023

asked on December 18, 2023

Which workflow activity/activities would you use to meet the following business need? I am not finding a way to achieve this with the Workflow activities I thought I could use.

Variable 1: Expiration Date

(date field set as metadata in repository when document is added)

Variable 2: Number of Days

(Number field set as metadata in repository when document is added, drop down with choices [360, 180, 90, etc.])

Variable 3: Stop Notification Indicator

(field set as metadata at a point in time after notifications begin, when the user chooses to do so)

Action Needed:

When Variable 2 (# of days) before Variable 1 (Expiration Date) arrives: send email notification. Continue to send email notification every 30 days until Variable 3 is initiated, then discontinue notifications.

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Replies

replied on December 18, 2023 • Show version history

I would make a business process that runs on a schedule. There are a couple of ways to do it, but you could add another field that holds the last day that an email was sent and or the next time it needs to be sent using the date calculator. Run a query every time the process runs to find items that meet your criteria. Loop through the query results to generate and send an email and update the date to run next. You will have to build some logic into updating the date to send next once you hit the limit of variable 2. Also look at using a loop with the deadline function.

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replied on December 18, 2023

Would this need to be run daily, weekly, monthly? Or is that a variable too?

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replied on December 18, 2023

Look for pending expirations daily (Variable 2) for the initial email but then repeat the email every 30 days until Variable 3.

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replied on December 18, 2023 • Show version history

Set up a token calculator with the expression %(Expiration Date) - TODAY(), if that number is less than or equal to Number of days, send the email.

Use a conditional decision.

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replied on December 18, 2023

This way has the potential of being inefficient. You could end up sifting through 100,000 documents for the 3 that need to send emails today. So you want to do it the other way. Brian's way above is better because it narrows down the number of documents that need to be processed daily.

That way, you have a daily workflow looking for the documents that eligible for email on that specific day. As part of that workflow, you also set the next date or indicate that the document should not send further notifications. Any new documents get processed as they come by another workflow to determine when their first email would be.

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replied on December 20, 2023

Only a particular type of document in the repository will trigger these notifications. The folder this would monitor will have a low volume of entries, we anticipate an estimated volume of about 500-600 total over 10 years (rolling).

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Email Notifications/Reminders Based on Metadata

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