ianw1000 on Tue, 06 Dec 2016 12:34:55

I am a complete newbie at workflows so please bear with me!

We have a Office 365 site with a task list. On one of the items within this task list I want to send an email when the due date is filled in. I don't want or need the workflow to run on any other task within the list.

I have created a simple workflow in SPD 2013, but it seems to run on every item in the task list when the Due Date is changed.

How do I create a workflow (or configure it) so that it only runs for that one task?



croute1 on Tue, 06 Dec 2016 13:31:41

Hi ianw- the only thing I can think of is to create an additional text column with something like "Yes" entered in it for just that item. Then use an If statement so that if that column = yes, then run the workflow, else end workflow.

ianw1000 on Wed, 07 Dec 2016 09:53:46

Oh yuck!

I was hoping for a slightly more elegant solution than that!



Steven Andrews on Wed, 07 Dec 2016 12:39:10

Your scenario sounds like your workflow is firing due to multiple edits on the ticket.  I don't have SP Designer installed on my current machine so these suggestions are all from memory.

You might for example, create the workflow so that it triggers right away but then pauses till the date field is filed in. I can't recall the exact clause but it'll be something like pause till date field isn't empty. Once this is filled in, you can trigger the alert in whatever way you see best.

To mature this a little you can also use internal workflow variables rather than an additional list column.  Declare a Boolean variable and set it to no.  Give the workflow two trigger conditions (date field not empty and Boolean value set to no). At the end of the variable, once the email step has run, set the variable to yes.  This should future proof against any additional ticket edits firing off the workflow.

Would you consider posting a pic of your workflow logic?