Question

Single email per department instead of email per entry

Workflow Version 9

Updated March 28, 2016

asked on March 23, 2016

Hi -

I have created my first workflow. I'm pulling contracts that expire in the next 90 days. I then split them into 30, 60, 90 day piles. I then send an email to the appropriate department contact notifying them that one or more contracts are about to expire. Currently, my workflow sends an email with each entry it finds. See the attached screen shot. How do I modify my workflow to send all expiring contracts for a single department in one email in stead of individually?

I have read through similar posts and they reference using a token. How do I use a token in this instance or this another way I should explore?

Thanks in advance for the assistance.

Barb

PS. This work flow is a work in progress and that is why the 60 day and 90 reminder branches are not fully flushed out yet.

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Answer

SELECTED ANSWER

replied on March 23, 2016

Hi Barb,

Instead of sending an email each time you identify an expired file save that information into a multi value token.

At the start of your workflow create your tokens for your groups and days.

Now each time you identify an expired file add an entry to the appropriate token ( appending to the list )

At the end of your workflow you can easily send one email by going into the email activity, selecting Email Editor and then adding the token list information into your email. Use the 'Apply Index' and 'separated by' values.

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Replies

replied on March 23, 2016

Andrews answer looks about right, just make note you'll probably end up with 9 individual tokens, 3 departments in each of the 3 durations you have (30 Day, 60 Day, 90 Day) And to wrap things up I'd do a conditional parallel with 9 branches and each of the conditions set to if %(Token) is not empty, then Email that department.

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replied on March 24, 2016

Thank you Andrew and Brandon. I will give this a try and let you know how things work out.

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replied on March 28, 2016

I've implemented Andrew's suggestions and things have worked well. I haven't implemented Brandon's suggestion of the conditional parallel yet, but that is only because I'm waiting for more departmental feedback on how they would like the final workflow to flow. Thank you to you both.

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