Duplicate Notifications and to Everyone in the Workflow

05/21/21
Answered - Pending Review

Issue: The notifications for the CD level and RVP level are duplicating and sending to everyone in the workflow. 😬 Something is wrong with the workflows I created.


Sheet Design

Each row has someone assigned {Response Assigned to} to add the response to the {Center Responses} column. The person in the {Response Approved By} column reviews the response and eventually approves them. The status of that review is captured in the {WF Status} column. All of this happens in the orange columns.

Next, the CD reviews the approved {Center Responses}. If needed, they can request revisions from the people in the {Response Assigned to} and {Response Approved By} columns. The status of that review is captured in the {CD Status} column. This happens in the orange columns.

Last, the RVP performs the same review as the CD but is the final approver. If needed, they can request revisions from the people in the {Response Assigned to} and {Response Approved By} columns. This happens in the purple columns.


Three workflows:

(1) Director level: First in the approval process.

(2) CD level: Second in the approval process.

(3) RVP level: Third and last in the approval process.


Link to test sheet: https://app.smartsheet.com/sheets/fxw7mv4gxQ4jRhH8Frv76FJGVmMcP9RWHmh3rq81

Answers

  • Andrée StarÃ¥Andrée StarÃ¥ ✭✭✭✭✭

    Hi @Amy Arnold

    I hope you're well and safe!

    I've requested access. I'll take a look.

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    ✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Andrée StarÃ¥Andrée StarÃ¥ ✭✭✭✭✭

    @Amy Arnold

    Which of the Workflow is being duplicated more specifically?

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Hi @Andrée StarÃ¥. two notifications are triggering simultaneously in the CD and RVP workflows.


    Both workflows are set up similarly so included the CD workflow below. I believe two notifications are triggering simultaneously at the "Request an Update" and the "Request an Approval" checkpoints.


    There's probably a better way to set this up too 😁

    I appreciate your help, thank you.

  • I've requested access to the sheet as well. By any chance are you re-using the same approval column/values across separate workflows? When you build the approval automation, Smartsheet automatically creates a unique column to store the approval decision. If you change that column to something else, and the approval columns and values are re-used across workflows, duplicate alerts may go out. To prevent this, use different approval values or add conditions after each approved or declined request to better clarify. Here's more information about approval workflows: https://help.smartsheet.com/learning-track/smartsheet-intermediate/approval-requests

    Cheers,

    Emily

    Sr. Product Manager, Automated Workflows

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