Workflow that Prevents Send Email from Sending Email Every After Saving the Record

Scenario

Workflow with Send Email using the After Record Submit trigger sends email after every record. There is no option to send only once.

Solution

Create a new Check box field that will indicate whether an email should be sent or not. This field should be set to False via Workflow after every record save to prevent sending another email on the next record edit.

 

1. Pre-requisite: Create a Check box field

1. Navigate to Customization > Lists, Records, & Fields
2. Select the type of Field (Entity, Item, Transaction Body, etc.)
3. Add a Label
4. Select Check Box on the Type field
5. Select which record it applies to on the Applies To subtab
6. Click Save

2. Create workflow

1. Navigate to Customization > Workflow > Workflows > New 
2. Basic Information: 

• Name: Enter Send Email Flag
• Record Type: Select which record to deploy the Workflow
• Execute as Admin: Enter Checkmark
• Released Status: Select Released 
• Keep Instance and History: Select Always
• Enable Logging: Enter Checkmark 

1. Event Definition:

• On Create: Enter Checkmark 
• On View or Update: Enter Checkmark
• Click Save

1. Click State 1
2. Bottom right corner: Click New Action 
3. Click Set Field Value
4. Basic Information:  

• Trigger On: Select After Record Submit

1. Parameters:

• Field: (the check box field created on the Pre-requisite steps)
• Static Value: Checked = F

1. Click Save

This action is responsible for setting the check box field to False and on the Send Email action, add a condition where the check box field is True so that the next time the record is edited, an email will not be sent since the check box is False.