so, you have a site workflow, that updates plenty of/all items in the list.
once the item is updated by a site workflow, list workflow is triggered.
list workflows queries the (whole) list to look for item which reminder need to be send out for => ie. if you have 100 items in the list (that needs to be reminded), and site workflow update each of them, you start list workflow 100x (one for each item) and each single workflow will send 100 notifications (again for each item) in a loop, so you end up with 100*100 notifications...
I guess this is not what is expected
it as well explains your question
Right now I want to add the description and title into the email messages, but whenever I use the item properties, it just repeats the description and title for all the emails even if its not the same item.
since you run the loop (eg.) 100 times on a single item you still get the same 'Description' from that current item.
either remove query list and loop action and let the notification run just once for current item once the workflow is triggered by DaysLeft change made by site workflow.
or move this existing notification logic to a site workflow so that it runs just once for all the items in list.
Thanks, but I need to query list to filter out certain stuff like if somebody doesn’t put a date on the due date column the email will not send and issue status column which needs to be ‘in progress’ to send the email. Is there any other way to do this?
In case if the DaysLeft is not needed in any list views or reports/dashboard, moving the logic of sending notification to site workflow is the best option here. Usually such data is required in the reports to track the pending items in open status.
I need to query list to filter out certain stuff
assuming list workflow, you do not need query list for that. you can check respective list fields on current item from ItemProperties...
if somebody doesn’t put a date on the due date
if you require DueDate is provided, make it a required field on list or create a validation rule in form.
or you can default it to current date if not provided.
so you do not need to extar deal with empty dates in notification workflow.
issue status column which needs to be ‘in progress’
you can can configure workflow start condition so that it only triggers for items with current status = 'In progress'
But if I move it to a site workflow, will my workflow be the exact same as the one I posted (the first one)? I just need to copy and paste that? But then, how can I put the description and title for each of the items in the email notification?
I don’t think I can make it a required field in the list because, I’m not in charge of that part. Is there another way I can make it so that it will not send any emails for those items without due dates?
Yeah ur correct, now if there’s a 10 items for example, I just want to send the due date left for those 10 items including that individual items (title and description) IF specific conditions are met like it will only send if that item Issue Status column is ‘In Progress’ and will not send anything IF the Due Date column is empty/null.
I want the list workflow to update each item individually and use their latest value in the DaysLeft and then make decisions whether to send or not. ( of course including whether it’s In Progress and if there is a Due Date).
Right now it’s just sending all the emails for each item, if the values in the collection variable meet the requirements, it’s fustrating .
I just want 1 email per item containing the days left value for that item and the title and description column values for that item.
hi is this the correct way of doing it?
here's my convert value config
my Run if 3 to 0 config
^^^But it says the following fields 'Value' Cannot be blank? Any way to bypass this?
EDIT: Oh nvm, I got it I used the set variable function to store the DueDate into VarLookUpVar
my workflow for the rest
To compare with a blank date follow below steps
1. Create a workflow DateTime variable - emptyDate
2. Add a Convert Value action before the Run parallel
3. Configure the action with input - 1/1/0001
4. The output variable is the blank DateTime variable.
5. Use the emptyDate variable in Run If