InfoPath workflow completing all steps if multiple forms are open

Question

Hi All,

I am running into a workflow issue when a user submits a new form and has another previously submitted (not completed) form open. The new form is concurrently running all of the steps set-up in the workflow when initially submitted. However, if no other users have a form open the workflow processes properly.

Workflow is initiated when a new item is added.  Buttons on the form set the form status and queue the workflow.

Form Status =  Not Started (default) --> Submitted --> Disposition --> Completed

1. Send email to _____

           Then Wait for Form Status to not equal Submitted

2. Send email to _____

           Then Wait for Form Status to not equal Disposition

3. Send email to _____

           Then Stop Email and log Completed

Thanks for any guidance you can provide!

Answer 1

I don't like to use wait in OOTB workflows.  Try this.

1. Add a promoted column "email sent" (make this field update-able) - set this to false when Form Status changes within the form.

In one workflow, triggered on form changed.

2. If Form Status = Not started and email sent = false, send first email, set email sent = true

3. If Form Status = Submitted and email sent = false, send second email, set email sent = true

4. If Form Status = Disposition and email sent = false, send third email, set email sent = true

5. If Form Status = Completed then log Completed

---

jliu - http://johnliu.net - http://sharepointgurus.net

Answer 2

John,

Thanks for the response. I ended up re-creating the form and starting a new document library, because the implementation was needed immediately. The workflow was set-up the same way and for whatever reason it works fine now, even when multiple forms are open. The only "major" change is the form in browser enabled.

Next time I create a workflow I will try the process you outlined.

Thanks!