Automated workflow kicking off too soon - Help

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I created two workflows - (1st) to send an external email to a customer after they sign up for services and (2nd) to move the row to another sheet if no additional support is needed. The problem I'm running into is the 2nd workflow is moving the row BEFORE the external email is sent to the customer.

I've edited the workflows to ensure the 1st workflow has an edited date NEWER than the 2nd workflow. I've recreated both workflows from scratch. Still not working. After submitting 3 different tickets to Smartsheet support, I'm hoping the community can help!

I am now thinking of adding another date column with a formula that auto calculates to the next day, then building the move-it workflow to run on the new date column but I am having issues with the formula. Would this work? Are there any other ideas? Thanks in advance!

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
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    Hi @bhealey77486

    Would you be able to post screen captures of your two workflows? (But please block out sensitive data).

    I would presume your first workflow is sent after a row is added, which is great. It then sounds like we just need to adjust either the trigger or the Conditions in the second workflow to make sure it's running the day after the email has been sent.

    The way I would do this is to add a Helper Column in your sheet which records the date that the first workflow ran, using the Record a Date Action Block.

    (See: Set the Current Date with Record a Date Action)


    Then I would have the second workflow run the day after the date in this Helper Column, like so:


    You can set Condition Blocks to ensure that it's only moving if it meets other criteria as well. (See: Condition Blocks: Filter What Your Automated Workflows Send). Condition Blocks can be a bit tricky if you have more than one thing to check, so let me know if you need help with this! Again, it would be useful to see screen captures, if possible.

    Cheers,

    Genevieve

  • bhealey77486
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    Here are the move-it workflows. I did have them combined into one but I have since separated into two workflows because the completed training workflow won't have a timing issue (the attended/did not attend columns will be checked days/weeks after the customer submission and auto email is generated).

    I attempted to update the pre-recorded move-it workflow to add a condition that the "date email sent to customer" is in the past but the workflow did not kickoff. Would you be available for a working session? My first help ticket was initiated 11/3 and this is live so our sheet is growing rapidly.

    Thank you!

  • Genevieve P.
    Genevieve P. Employee Admin
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    Hi @bhealey77486

    My guess is that your Training Requested cell is being filled out at the same time as the row is being created, which means that since those values are the trigger for the workflow the Created Date will never be in the past, is that correct?

    My advice would be to swap the order around. Have the trigger be based on a Date, instead of a value. You can even set up this workflow to run Once a Day to see if any rows meet the criteria.

    Click Custom and set it to every Day:

    Then your Conditions would be that the cell contains one of those three values. Does that make sense?

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