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Hi why do I get TONS of email using this SP Designer workflow when I change the trigger from Don't send email to Sent email. I just want only 1 email received not more .

Please find 3 attached picture below !

Thanks in advanced

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  • Can you share whole Workflow process? – Bharat Khunti Sep 27 '18 at 4:20
  • yeah . i already update the new picture. – Muhammad Hazrin Sep 27 '18 at 5:34
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    Check the Workflow's Start option as if "Start workflow automatically when an item is changed" is select. And if that is yes, then there is a chance that when ever the excel is oped it is sending the email. – Md. Tahmidul Abedin Sep 27 '18 at 5:35
  • @Md.TahmidulAbedin so I just tick " when an item is changed only" or tick all of the option? – Muhammad Hazrin Sep 27 '18 at 5:36
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If the workflow runs on change it will evaluate the step every time - NOT only the first time it was set. This means that every time somebody change the item and Trigger = Send mail it will evaluate true and do what you have inside the if statement.

If you only want to send the mail once, you need to make an extra field to keep track of if you have send the mail or not. Then you add an if statement If Has send mail = false send mail and set field has send mail = true.

If you want it to send a mail every time the trigger is set (Assuming in the items lifecycle it can go back and forth between sending items or not) you would need a field to keep track of the "old" field value then match against it and only trigger if the old value is different from then new value.

Hope this helps clearing up workflow logic a bit.

  • "If Has send mail = false send mail and set field has send mail = true." How can I do this sir? can u help? – Muhammad Hazrin Sep 27 '18 at 5:59
  • You first need to create a boolean field (preset to No). Then in your workflow click just below the text in the IF statement and add another IF statement and use the boolean field you just created. Finally inside the IF statement add an action 'set field in current item' choose the boolean field and set it to Yes. – Morten K Sep 27 '18 at 6:32

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