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Workflow to Send Notification Based on Item Status and Follow Up Times Selected

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I am a beginning user and am trying to create a workflow in Nintex 3.1.2.0 on SharePoint 2013 to send an email notification. There are no approvals necessary and this is for a custom list (not a task list).

 

When a user creates a new item, they select checkboxes (one month, two months, three months, six months, and/or a year) for when they want to send follow up notifications to check on the status if the item is still marked as pending. So, if the user goes in later to update the Status/Results from “Pending,” any future notifications need to terminate.

 

 

The user cannot change the follow up times they selected after a new item is created (the input field is disabled in Edit mode), so there’s no need to worry about interrupting or changing workflows that are already running. If the user wants to turn off future follow up notifications, they would simply change the status from "Pending" to "Unknown" (or any other choice).

 

Should these be five separate workflows or one massive workflow? How do I set the condition so that the workflow cancels when the item status changes? Any advice on the best approach is appreciated.

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Re: Workflow to Send Notification Based on Item Status and Follow Up Times Selected

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I may have figured out a solution. Below is a screen shot of one of the five workflows I have set for each time period, which triggers when a new item is pending and contains the appropriate parameter from the follow-up reminder field. It first calculates a date in a variable, pauses until that date, and then checks for a condition to see whether the item is still pending and either ends or sends the notification. Here is a screen shot:

I've tested this (based on ten minutes instead of thirty days, for obvious reasons), and it seems to work. Is there a better solution? Should these be separate workflows or combined into one? Thank you in advance for any input you can provide.

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Automation Master
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Re: Workflow to Send Notification Based on Item Status and Follow Up Times Selected

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Hi Amanda Keaton,

Does your workflow pause for 1 year if that option is selected? Lot of things can happen in one year and you cannot be sure if your workflow will send the reminder or not.

You may want to try Site workflow if that is the case. A site workflow can be scheduled to run everyday and query all the items in your list. If the date is encountered for which it is supposed to send the notification, it will send it else end. When you select 1 month or 2 month, have individual fields setup with the dates 1 and 2 month in future. In the Site workflow, check if 1MonthDate = today, send notification. Similarly for others.

Hope that helps.

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Automation Master
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Re: Workflow to Send Notification Based on Item Status and Follow Up Times Selected

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Hi ,

Following up on your question. If you were able to resolve your issue please mark the appropriate answer as correct or provide your solution here to help others on the community.

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