I have a workflow that modifies a shared calendar upon receipt of notification emails. These emails have different statuses: Received, Approved, Cancelled, and Terminated. There is one ID number that applies to all statuses. For example, 'Request Received (SH0001)', 'Request Approved (SH0001)', etc.

The workflow creates a calendar entry when a 'Received' notification email. After that there's a wait condition configured to end when the status of that particular ID value changes from 'Received'. Then the workflow that created the entry continues to either update (status = 'Approved') or delete the appointment (status = 'Cancelled' or 'Terminated').

This next email with the updated status also contains slightly different text, e.g. 'The request sent on <date> has now been approved.' The rest of the appointment details remain the same, e.g. start/end times.

In the workflow, after the wait condition, I find this next email, get the (updated) document text ('Retrieve Document Text') and use that token in the 'Body Text' property. I've verified that this token value does contain the updated content from the next email.

But when used in the 'Update Exchange Item' activity, the field is empty. The previous text (from the first 'Received' email) has been removed.

I've confirmed that if I hard-code text in the activity, 'Body Text' is updated for it. If I use another token, such as one I use in the 'Subject' property, that also appears in 'Body Text'.

Additionally, I update the 'Subject' property to change the status from 'Received' to 'Approved'. That change is made in the calendar. But the token value I get from 'Retrieve Document Text' does not update.

(Worth noting that this workflow is invoked, and one of the input parameters is the email text from the first 'Received' notification email. After the wait condition is met, I tried modifying this input with the updated email next from the next notification email but had the same result: the updated appointment 'Body Text' value is now empty.)

What I find I have to do is delete the existing appointment and create it again. With this configuration, the 'Retrieve Document Text' token value appears correctly. It's the same activity and token used with the 'Update Exchange Item' activity.

I don't know why the email text token works when the appointment is deleted then created again versus just updating it like I do with the token used in the 'Subject' to change the status description.

(I feel I'm missing something obvious as this is generally the case when I run into situations like this, i.e. I've not clicked a particular checkbox or I've selected the wrong token, etc. Just some little error, in other words.)