Question

WF email notification is being sent when requirements not met

Workflow Version 9 Business Processes

Updated August 22, 2014

asked on August 20, 2014

All I want is for WF to send an email notification IF a new document has been scanned into their mail folder BUT only once a day.

Viewing (and posting on) a previous post called "One email per user, per day" on this site I was able to get a bit farther, but now I'm getting emails sent at the requested time every day whether a new doc has arrived in the folder or not. Can you see anything as to why?

A bit more info first:

I did enable the server timer in WF Admin Console, but turned it off trying to find out why the test employee was getting an email each day regardless of what was in their mail folder.

Here's the WF and the Starting Rules:

The BP timer starting rule is set for 11:45, running again once 3 hours later (in case the receptionist doesn't finish sorting the mail until after lunch).

There server timer was set as follows but, again, is not enabled now, and yet the staff are still getting the email notifications. This server timer must be used for something other than specific Business Processes, right? There's nothing in her that links it to anything in particular.

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Replies

replied on August 20, 2014

According to what you've posted you have multiple starting rules. The one with the name "Email when mail arrives." (I'm assuming that's the one you are showing the requirements for) is just set to run when an document is put into one of the folders specified. There is no timer associated with it, so it will always run when the requirements are met.

Each Starting Rule runs independent of the others.

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replied on August 20, 2014

The BP also has a timer starting rule associated with it.

I was hoping that the timer would allow the employee to just get one email a day, instead of one each time the receptionist scans a document into their folder (some employees might get 3-5 or more pieces of mail on any given day).

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replied on August 21, 2014

Could you clarify some things for me:

The server timer --- effects all workflows? So, if I set the WF server timer to run at 11:30 once a day, then all of my WF's or BP's will only run once a day?

The Business Process timer --- cannot run in conjunction with the other starting rules? So, the timer does not effect when the other starting rule for that BP is allowed to start?

So how do you get just one WF/BP to only send one email if it finds more than one match on any given day?

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replied on August 22, 2014

Hey Connie,

There are a few other ways to consider building this workflow. For example, you can start your workflow on a schedule and have the first activity be an "Escalation" activity. Check the link for more information about what the Escalation activity does.

Within the primary branch, you can add a "Wait for entry change" activity followed by an "Email" activity. In the escalation branch, you can configure how long you want to wait before triggering the activities contained in the escalation branch, which I imagine would simply be an "End Workflow" activity.

Here's the workflow that I created:

So essentially, the idea is that you will start the workflow whenever you want to start monitoring for the documents to be created in their Mail folder. Set up the escalation branch so that the workflow path will be routed down that branch after a certain amount of time. So for example, if you wanted to start monitoring for new entries in their mail at 8am and stop monitoring at 2:30pm, you'll configure the schedule so that the workflow begins at 8am and you'll want to set the escalation branch to 6hr and 30min. If a new entry is created in the mail folder before the end time, the wait condition will be satisfied and the email will be sent. If no new entries are created in the folder, the wait condition will not be satisfied and the escalation branch will be taken after that set amount of time.

The main difference that I'd like to note is that the emails will not be sent at specific times, as they would be if your current workflow was functioning correctly. The email will be sent as soon as the first new entry is created in the mail folder. I hope this solution still fits your needs.

Let me know if you have any questions or would like further clarification!

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WF email notification is being sent when requirements not met

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