Question

How to delay sending a workflow email by 24hrs after a form submission happens

Version 11 Workflow

Updated March 6, 2024

asked on March 5, 2024 • Show version history

I have a process where a user submits the form. The payments details appears 24 hrs later in the payment system after the form submission happens. The payment system is not part of the laserfiche process (it's a 3rd party s/w)

I have a workflow email that gets triggered as soon as the form submission happens to inform the user that the form was submitted and the payment will appear 24 hrs later in the Payment system.

But most of the times the user does not read the email well and panic that the payment did not show up for the selections made. So is there a way to delay sending the workflow email 24 hrs after the form submission happens?

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replied on March 5, 2024

Does it have to be in the workflow? To me it seems like the easiest solution would be to send the email via the Forms process by having a timer catch event that will delay for 1 day then send the email, but it would also be quite easy to do as Matthew stated.

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replied on March 5, 2024

There is an activity in Workflow called "Delay" that allows you to delay processing of the workflow beyond that point for x days or x hours or x minutes. Those x values can be fixed numbers or tokens.

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replied on March 5, 2024

Personally, I wouldn't go this route.

This will end up in Workflow queues on the server and can cause memory to be overutilized - depending on how many instances of the process runs.

What I'd do is create a SQL table, log the information you require like FirstName, LastName, EmailAddress and so on...

Then have a scheduled WF run to check against the SQL table and send the notifications that way.

Just a preference, I guess.

I've seen many client servers have 20 000 + pending workflows waiting in a queue for months at a time. So I am personally too cautious to build workflows using this method.

Just thinking out loud

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replied on March 6, 2024

Timers are not held in memory, so that's unlikely to be the cause of memory utilization on the Workflow Server.

But I would agree with no going this route just because it adds unnecessary moving parts given that Forms already offers timer functionality in the process definition. Kevin's suggestion below is better and Forms would already has that info in a table.

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How to delay sending a workflow email by 24hrs after a form submission happens

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