Smartstaff, administrator
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→Create Workflow Connectors
When you create a Workflow with a delay connector, the recipients of the subsequent task are processed at the time the workflow is triggered and NOT at the time it runs. In other words, the tasks on the workflow, such as generating an email, are processed before the delay, not at the end of the delay.
If the recipients change between the time the workflow is initiated and the time it fires (based on the delay) the recipients will not be updated. To ensure recipients are evaluated at the time the workflow task fires, insert a blank task after the delay connector (i.e. an Acknowledgement workflow with no recipients), then flow into a new Workflow Task with the desired recipients.
Example scenario:
* A workflow is configured to wait 5 days and then mail all contacts attached to the Level 1 with role Reviewer.
* That workflow is triggered against a specific Level 1 record which has three contacts in the contacts section with the role Reviewer.
* After the workflow has been triggered, before the 5 days have gone by, two additional Reviewers are added to the contacts section, and one of the original three is removed.
* If the Acknowledgement task is attached directly after the connector with the delay then the original three contacts will receive the email, even though they are no longer current.
* If there is a blank workflow task following the connector with the delay, which flows into a workflow task configured to email all Level 1 contacts with the role Reviewer, then the four reviewers on the Level 1 record at the time the email is sent, will be emailed, rather than the original three reviewers.
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