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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / send an email only onc...
Customer experience | Sales, Customer Insights,...
Suggested Answer

send an email only once through workflow

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Posted on by Jayaa E 75

I need to send a reminder email to the opportunity owners if the modified date is greater than 12 months. I have created a workflow with the below condition. I need to send only one reminder on 13th month 1st Day(since I have mentioned the condition as ‘modified on’ on or before 12-current date, a daily email will be triggered to the opportunity owner). Once the email is sent, I have tried to update a field(is email sent ='yes') in the opportunity entity, but since it is system update, 'modified on' date field is getting changed. I do not want 'modified on' date field is getting changed. Is there any way to restrict only one email is being sent to the opportunity owner?

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I have the same question (0)
  • scr1pt Profile Picture
    scr1pt 130 on at

    Why don't you add "email sent" = no to the condition filter?

  • Jayaa E Profile Picture
    Jayaa E 75 on at

    Yes, I can do that. Now the problem is, I cannot update a field in the opportunity entity after email is sent. This is updating my 'modified on'

    date field(which I dont want). So I need alternate solution to send a single email to opportunity owners.

  • Suggested answer
    ACECORP Profile Picture
    ACECORP 1,591 on at

    If it were me, I would create a field on the Opportunity Entity named  "OpportunityReminderSent ".

    Then I would edit the filter on the workflow to include  AND OpportunityReminderSent Does Not Contain Data 

    Then when the workflow runs, it uses the original criteria and the new "OpportunityReminderSent " field to determine Opportunities that do not yet have the "OpportunityReminderSent" populated.

    Your workflow will then send the initial 13 month email reminder and the final step is to update the Opportunity to set the "OpportunityReminderSent" to the date the workflow sent the email.

    Yes the modified on date will now change, but that no longer matters since you are ALSO looking for a blank/null "OpportunityReminderSent" and that won't be blank/null since you are sending the 13 month email for it.

    The fact the modified on date gets updated when a value is written to "OpportunityReminderSent" is no longer a problem. 

    That will ensure the Opportunity is only actioned on with a 13 month reminder email one time. 

  • Suggested answer
    Bipin D365 Profile Picture
    Bipin D365 28,985 Moderator on at

    Hi,

    You can use custom workflow to add check condition before sending an email from workflow. Add new custom field in Email itself say Opportunity Reminder Sent.

    Input variable - Opportunity record

    Output variable - email found bool data type

    Custom workflow c# code will first check if there is any existing Email already present (use custom field in filter condition)in system for the current opportunity record. If record returned from this check is zero then set the output parameter to no else set yes.

    then in workflow check this output parameter and send email if email found(Output parameter from custom workflow) is no.

    If found helpful, Please mark my answer verified.

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