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How do I wait until any update on a list item? Please help.

Here is my workflow scenario where I need to use above logic.

  1. User uploads a document and by default the document status is : "Not Started" - workflow is not triggered
  2. User then modifies the status column to "Ready for Review" - workflow is not triggered
  3. User then modifies the status column to "Reviewed" after the review is done.  Workflow should then be triggered and the email should be sent out to the initiator that the document status has changed from Ready for review to "Reviewed".
  4. If there are any updates to the list item when it is in "Reviewed" status, then it should notify the initiator that the document is updated.  However, if the document status is changed from Reviewed to "integrated" then an email should be sent to the initiator that the document status is changed to "integrated" . However, if there are any updates to the item when it is in "integrated" status then it should notify the initiator that the document is updated while it is in integrated status.

How can I achieve this easily? This logic seems so simple but still proving to be very difficult with the actions that we have in Nintex workflow. Please note that using any of those task actions is not my option as user do not want to go through that. He simply want to modify the document properties i.e library column values for the item and let the user notify.

Please advise on what is the best method to achieve this?

Thank you

Here is what I tried so far...however, it doesn't work the way I want and seems like a very lengthy logic. Please help.

1) First workflow: Starts on Item creation

184761_pastedImage_0.png

2) Second Workflow: Starts on Item Modified with a condition that status is not equal to "Ready for Review". It runs parallel action where, the left side branch is only run when status is not equal to integrated or Ready for Review or Not started and right side branch will wait until the status is changed to "Integrated".

184775_pastedImage_2.png

3) Third Workflow: Starts on Item Modified with a condition that status column is equal to "integrated". sends out an email when there is an update while in "integrated" status.

184776_pastedImage_3.png

Hi Chaithanya,

Sorry for the non-technical explanation....I don't like the "wait for document to be checked in" - action...there is an article floating around about it and it has to do with SharePoint timer jobs or something like that and I think this is unreliable.

I would suggest that you use a State Machine with the different states and move it through the different statuses.   This just feels like you have more control over the flow through the process.  Inside the state machine I will add different flex tasks for approval of current state (or rejection) and then move it according to that to next or previous state.

Let me know if you need more info on state machines.

Hi,

in my opinion there are two ways to get this done.

a) You could run a State Machine als Francois Crous already suggested.

     Pro: One Workflow running for each document.

     Con: The Workflow has to wait for item changes and will run as long as the document is modified

b) You could set up multiple smaller workflow with a conditional start. The First workflow starts with new items. The Second workflow starts, when the column is "Ready for Review" and so on.

Greets,

Kai

Hi Kai,

In the methodology I described, I followed the same procedure as you mentioned. However, Nintex lacks an "Action" that could wait for any update on item. It can only wait on item's field update which is really a drawback and am not able to achieve these requirements with Nintex.

any other suggestions are welcome

Thank you for your help,

I agree with Kai Majert​'s approach:

your item 3 above, create a workflow with conditional start on modify where status column (previous value) = Ready for review and status column = Reviewed.  In this workflow send notification with all properties of the document.

Your item 4 above, create a workflow with conditional start on modify where status column (previous value) = Reviewed.  This should allow for any updates to the item (even the status) where the previous value for status was Reviewed.  In this workflow send notification of changes.

Still your item 4 but for integrated, create a workflow with conditional start on modify where status column (previous value)  = Reviewed and status column = integrated.  In this workflow send notification that status has changed to Integrated.

Still your item 4 but when status is integrated and item is updated, reate a workflow with conditional start on modify where status column (previous value) = integrated.  This should allow for any updates to the item (even the status) where the previous value for status was Reviewed.  In this workflow send notification of changes

So that is four workflows on the same document library with different conditional start behaviours.

Did you get anywhere with this Chaithanya Vuppala​?

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