Workflow issue

Elizabeth Aird
Elizabeth Aird ✭✭
edited 12/09/19 inSmartsheet Basics

I have created a workflow that seems simple enough. I am using it to approve document changes.

The trigger block is the date change (Revision date).

The "Other" is if the Supervisor Dept has not been selected, it would Request an Update from specific personnel.

However, I made some updates to a sheet. The trigger for otherwise worked well BUT it also sent emails out to ALL personnel even though no dept had been selected. I had to copy 3 segments to get the full picture (see attached).

I have three workflows:

Production

Quality

Maintenance

I don't know WHY the Managers ALL received emails. Help?

Master doc workflow.jpg

Master doc workflow 2.jpg

Master doc workflow 3.jpg

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You will need to make sure your [Date as DateType] column is formatted as Date. This also assumes your [Date as Text Type] column is always in the same format. (Starts with full 10 digit date)<\/p>

=IF([Date as Text Type]@row <> \"//m.santa-greenland.com/community/discussion/comment/\", DATE(VALUE(LEFT([Date as Text Type]@row, 4)), VALUE(MID([Date as Text Type]@row, 6, 2)), VALUE(MID([Date as Text Type]@row, 9, 2))), \"//m.santa-greenland.com/community/discussion/comment/\")<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":107081,"type":"question","name":"Users having issues with accessing published sheets","excerpt":"HI I have had several users reach out to me indicating they are no longer able to access a published sheet. They have been able to access in the past but now they are not. Nothing has changed with these published. Yesterday for one user, I deleted their account and re-added. Once he accepted the invitation, he was able to…","snippet":"HI I have had several users reach out to me indicating they are no longer able to access a published sheet. They have been able to access in the past but now they are not. Nothing…","categoryID":321,"dateInserted":"2023-06-29T14:13:17+00:00","dateUpdated":null,"dateLastComment":"2023-06-29T14:47:23+00:00","insertUserID":127983,"insertUser":{"userID":127983,"name":"Carol-Anne Cerbone","url":"https:\/\/community.smartsheet.com\/profile\/Carol-Anne%20Cerbone","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!h1jY4Qxc4TY!prNYaQRZvvo!a6wiwaB2GsY","dateLastActive":"2023-06-29T14:43:46+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-29T19:12:29+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":27,"score":null,"hot":3376099840,"url":"https:\/\/community.smartsheet.com\/discussion\/107081\/users-having-issues-with-accessing-published-sheets","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107081\/users-having-issues-with-accessing-published-sheets","format":"Rich","tagIDs":[219,223],"lastPost":{"discussionID":107081,"commentID":383099,"name":"Re: Users having issues with accessing published sheets","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/383099#Comment_383099","dateInserted":"2023-06-29T14:47:23+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-29T19:12:29+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/BO5O2K273I0W\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-29T14:45:56+00:00","dateAnswered":"2023-06-29T14:43:11+00:00","acceptedAnswers":[{"commentID":383094,"body":"

Does your company use Single Sing-On? There were some updates that took affect yesterday. I wonder if maybe that is affecting things since it seems to be an issue with being part of the company's account.<\/p>


<\/p>

\n \n https:\/\/community.smartsheet.com\/discussion\/106673\/important-be-aware-of-upcoming-changes-to-microsoft-sso-one-time-permissions-consent-required\n <\/a>\n<\/div>\n


<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":219,"urlcode":"Sheets","name":"Sheets"},{"tagID":223,"urlcode":"Publish","name":"Publish"}]},{"discussionID":107057,"type":"question","name":"Forms URL query String, IS there a limit to how many queries can be used?","excerpt":"Hi, I am a novice with Smartsheet, but am learning. I have a form that I need to pre-populate so we can send it out to technicians to complete a field report. I can get five fields to populate, but no more than that. =\"https:\/\/app.smartsheet.com\/b\/form\/d2cda8ab647e4c11b40e503977eb916b?Part%20Number=\" + [Part Number]@row +…","snippet":"Hi, I am a novice with Smartsheet, but am learning. I have a form that I need to pre-populate so we can send it out to technicians to complete a field report. I can get five…","categoryID":321,"dateInserted":"2023-06-28T20:33:16+00:00","dateUpdated":null,"dateLastComment":"2023-06-29T19:18:57+00:00","insertUserID":162197,"insertUser":{"userID":162197,"name":"cjg","title":"Service Manager","url":"https:\/\/community.smartsheet.com\/profile\/cjg","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-06-29T19:22:36+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-29T19:12:29+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":18,"countViews":62,"score":1,"hot":3376061833,"url":"https:\/\/community.smartsheet.com\/discussion\/107057\/forms-url-query-string-is-there-a-limit-to-how-many-queries-can-be-used","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107057\/forms-url-query-string-is-there-a-limit-to-how-many-queries-can-be-used","format":"Rich","tagIDs":[204],"lastPost":{"discussionID":107057,"commentID":383201,"name":"Re: Forms URL query String, IS there a limit to how many queries can be used?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/383201#Comment_383201","dateInserted":"2023-06-29T19:18:57+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-29T19:12:29+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/0T7JFZO9ETN7\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-29T15:53:55+00:00","dateAnswered":"2023-06-29T15:20:18+00:00","acceptedAnswers":[{"commentID":383113,"body":"

@cjg<\/a> <\/p>

Excellent!<\/p>

You're more than welcome!<\/p>

Here's an excellent helpful article detailing the special characters that might need to be used to make the form work.<\/p>

✅Remember! <\/strong>Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up\/Awesome or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":1},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":204,"urlcode":"Forms","name":"Forms"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=341&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":5430,"limit":3},"title":"Trending in Using Smartsheet","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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