Conditional Scheduling

Hi,

I have a workflow that is going to run in a server. I would like to schedule it twice. When it detects a file on the first run, it will automatically run. But it will no longer run on the second schedule. But if on the first run, it does not detect the file, it will not run. On the second run, if it detects, it will run. I am using a directory tool to point the folder or files location. I would like it to create a log that will contains the filenames and dates.

Please show me a sample workflow on how to do it.

Thanks,

Kamen

Workflow

Server

Transformation

Preparation

Accepted answers

binu_acs

@KamenRider can you update the workflow like below and try again

Email_Status_25102024.yxmd

KamenRider

Hi @binu_acs

Not sure if this is the correct solution but seems to be working. After the formula "Email Sent", I added a select tool to select only the "Email Sent" field name and added after the Unique tool to remove duplication of "1". I noticed that this also remove the duplication that has been created in the output file.

Please advise

Kamen

All comments

OTrieger

@KamenRider

What you can do is:
To not run if there is no file, add a Count Tool and if it is equals 0 then the automation will stop.

For your 2nd scenario, create an output file that contains the file that was processes in the first run. Connect that file to the automation and check if it equals to the file that is run at the 2nd time, if yes, then the flow stops.

KamenRider

Hi @OTrieger

Could you please attach a sample workflow that demonstrates how it stops if it equals the run at the second iteration? I'd like to see the scenario.

Thanks!

Kamen

OTrieger

Here you have a link that explaining how to do it
https://knowledge.alteryx.com/index/s/article/Stop-workflow-on-a-condition-1583459852794

KamenRider

Thanks @OTrieger for the link. The workflow only stops if there are no records. If I schedule it three times a day and records are found on the second attempt, an email is sent. On the third attempt, it sends another email. I want it to stop on the third attempt since the email has already been sent. Do you have an example of how to achieve this?

Hope to hear from you and any ideas from anyone.

Kamen

binu_acs

@KamenRider what is the requirement here? i am not able to follow your request, are you saying the workflow should send one email in a day, and if an email sent in the first run the the second and third run it should not sent?

KamenRider

Hi @binu_acs

Thanks for the response. Here's my explanation:

### Workflow Schedule

The workflow is set to run on the server three times between Tuesday and Wednesday. This scheduling is contingent on when the necessary file is ready. The workflow will automatically execute at the scheduled times and send a notification email once the file is detected.

### File Availability

If the file isn’t available on Tuesday, the workflow will still run, but no email notification will be sent. Conversely, if the file is ready on Wednesday, an email notification will be dispatched.

### Subsequent Schedules

On the third scheduled run, since an email has already been sent, the workflow will execute but will not send another email notification. The same applies if an email was sent during the first schedule; it will not issue additional notifications during the second or third runs.

### Conclusion

In summary, the workflow operates based on the file's availability, sending notifications only when necessary, and preventing duplicate emails in subsequent runs.

Please let me know if you have any questions.

Kamen

binu_acs

@KamenRider in your above workflow make sure you are reading the Email Status from the same file and updating the same file, so when it read first time the email_Sent flag is set to 0 hence it will send the mail and update the variable to 1, for the subsequent run it will not trigger any emails

Note: There is a problem once the 3 runs completed you need to re-set the email_set flag to 0 other wise the flag will always 1 and it will never sent email for a fresh run

Email_Status_25102024.yxmd

KamenRider

HI @binu_acs

Thanks for the response. I noticed that the formula tool has no contents. I used this formula "IF ISNULL([Email Sent]) OR [Email Sent] = 0 THEN 1 ELSE [Email Sent] ENDIF". While it works, on the second run, it has no value. What do you think?

no content.PNG

Please advise.

Kamen

binu_acs

@KamenRider sorry i missed that part in the formula tool, your formula should work,

in the second run the [Email Sent] field is 1 and the filter tool just filtering out all the records to the False anchor of the filter tool

binu_acs

@KamenRider can you update the workflow like below and try again

Email_Status_25102024.yxmd

KamenRider

HI @binu_acs

I've noticed that the number of columns keeps increasing, and the "email status" column in the Excel file is empty after the first run. Is this expected behavior?

one missing.PNG

Please advise.

Kamen

binu_acs

@KamenRider You are correct, you should be using the select tool and only allow the email sent field to write in the email status file,

KamenRider

Thanks @binu_acs for your advice and assistance. Closing this inquiries.

Kamen

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