Question

Three emails being generated from a workflow

Workflow

Updated August 22, 2014

asked on August 15, 2014

Hi, it seems like my workflow (retrieving field values, pattern matching, querying data, assigning field values, routing decision, routing to folder with email function) is generating 2 emails instead of one. I tried fixing it but taking some conditions in the rule manager out, however it started generating 3 emails now. I have the Change, Create and Move rules and they are all the same:

If all of these conditions are true
        Entry : Template Name equals Registrar - Student Records
        Entry : Field (Doc Type - Student Records) equals Admission Registration Contract
        User does not equal wf8user
        Entry : Field (Student ID) is not empty
        Entry : Field (Form Processed) equals Yes
        Entry : Path does not equal \Registrar\_Incoming\_Snapshots
        Entry : Field (College) is not empty

Could it be that it is doing that because of the rules? Since I renamed one before publishing the workflow it started generating 3 (up till then it was 2, emails but it is supposed to be just one). Any ideas?

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Answer

SELECTED ANSWER

replied on August 18, 2014

Hi Lidija,

If configured correctly, it shouldn't matter that you have the same rules for Change, Creat and Move.

First things first, check that your workflow is using the "wf8user" user as the connection profile. You check this by opening up your workflow and looking at the properties pane:

If it isn't, click on "Manage workflow connection profiles" to change the profile to only "wf8user".

Run your workflow and if you still receive lots of emails, next thing to check is the workflow instances that have executed. This can be found by opening up the Common Searches pane and doing a search for Recent Activity.

I expect there to be more than one workflow instance being triggered, you will need to deduce what is triggering the additional workflows. The troubleshooting section of the Workflow help files should give you an idea on what to look out for.

Give that a go and hope you can fix it!

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Replies

replied on August 15, 2014

is wf8user the workflow user account you are using in the connection profile for the workflow?

Have you tried running a search on that workflow to see if the starting rules are interacting and causing the workflow to run on the same entry more than once within a few seconds of each other? That's a good place to start if you think you have overlapping workflow starting rules.

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replied on August 16, 2014

I am not too familiar with Workflows just yet- I know how to create them and that is about it. I am new when it comes to troubleshooting. Can you please explain to me how do I do that search so I can see if the starting rules are interacting? I think it does it right after another in the matter of seconds because they all come in in the same time, and when I disable one of the rules- I only get 2 emails. The rules for Change, Create, and Move are exactly the same. Is that my problem?

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SELECTED ANSWER

replied on August 18, 2014

Hi Lidija,

If configured correctly, it shouldn't matter that you have the same rules for Change, Creat and Move.

First things first, check that your workflow is using the "wf8user" user as the connection profile. You check this by opening up your workflow and looking at the properties pane:

If it isn't, click on "Manage workflow connection profiles" to change the profile to only "wf8user".

Give that a go and hope you can fix it!

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replied on August 22, 2014

Thank you all for your insights. I disabled the "Move" and "Create" rules and it is working just fine now. For our purposes- we don't necessarily need those. I will still look for a 'correct' answer.

Thank you!!

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replied on August 22, 2014

Hi Lidija,

If your question has been answered, please let us know by clicking the "This answered my question" button on the response.

If you still need assistance with this matter, just update this thread. Thanks!

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Three emails being generated from a workflow

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