Assistant Requested: Workflows producing multiple emails to each step

  • 0104sheilaa
    Asked on March 30, 2020 at 2:25 PM

     

    I read through all of the instructions for establishing email workflows and unless I am missing a step, the steps are the sames as how I have been testing different ways to get the workflow to occur.

    Below in the email list is the demonstration of what is occurring with the workflow that I have established.  I do not mind a confirmation email coming to the approval level once but an email is appearing after every subsequent task that is being performed in the form.   



    Actual emails during the test.

     

     1585592621email list Screenshot 10

    Below is a simple flow and unfortunately the flow has to be a linear flow not parallel reviews.

    1585592634workflow Screenshot 21





     

  • Kevin Support Team Lead
    Replied on March 30, 2020 at 5:17 PM

    The issue may be related to the current logic implemented on the forms, for example, you have the following condition on your form:

    15856023072020 03 30 15h04 40 Screenshot 10

    This will be triggered as long as the options remain the same and if the emails are configured to send on edit. I would recommend you to apply the following, note that this is just an example, but the logic should apply for any approval workflow: 


    - Let's say you have to get approval from 2 different reviewers and then send the form back to the submitter, here is how you should configure your emails and conditions: 

    1. You should have 3 emails, 2 will be sent to the reviewers accordingly and 1 will be sent back to the submitter after the reviewers have checked the submission. 

    2. Set a condition that sends the email to the first reviewer if "approval 1 is empty".

    3. Set a condition that sends the email to reviewer 2 "if approval 1 is filled and approval 2 is empty". 

    4. Set a condition that sends the email to submitter again "if approval 1 and approval 2 is filled". 

    This way you avoid getting the emails every time the submission is edited. 

    Please kindly give it a try and let us know if you have questions.