Workflow Trigger Issue Duplicate Emails) and RecordID Filter Logic

Question

Hi All,

We have been using one workflow (originally created by a former employee) to trigger mass emails using a macro. Since it had multiple steps and was taking long hours to run, I tried simplifying it.

During internal UAT testing, it worked fine. But when I moved it to production, I faced two issues:

* Emails were triggered to only 83 out of 2020 vendors.
* Each of those 83 vendors received 993 duplicate emails.

The workflow kept running for almost 2 hours and finally stopped only because it was halted at the server end.

Could someone please help me understand:

Why did the workflow stop at 83 vendors instead of processing all 2020?

What could have caused the duplication (993 emails per vendor)?

How can I insert an output file validation step before the email tool to avoid such issues in future?

Additionally, I have a clarification regarding the RecordID filter logic used in the macro workflow. Please see the screenshots below.

Case 1: If the RecordID is not null

Case 2: If the RecordID is equal to null

What would be the impact of using each of these conditions, and how would it affect downstream tools (especially in the context of email triggers)?

Any insights or suggestions would be greatly appreciated.

Thanks in advance!

MassEmails1.yxmd

Mass Email - Macro_Latest.yxmc

AlanaWalker · Answer

@Babusaf wrote:Hi All,

We have been using one workflow (originally created by a former employee) to trigger mass emails using a macro. Since it had multiple steps and was taking long hours to run, I tried simplifying it.

During internal UAT testing, it worked fine. But when I moved it to production, I faced two issues:

* Emails were triggered to only 83 out of 2020 vendors.
* Each of those 83 vendors received 993 duplicate emails.

The workflow kept running for almost 2 hours and finally stopped only because it was halted at the server end.

Could someone please help me understand: why for example, https://jokaviproom.casinologin.mobi/ is not best? here cool bonusses and slots! Why did the workflow stop at 83 vendors instead of processing all 2020?

What could have caused the duplication (993 emails per vendor)?

How can I insert an output file validation step before the email tool to avoid such issues in future?

Additionally, I have a clarification regarding the RecordID filter logic used in the macro workflow. Please see the screenshots below.

Case 1: If the RecordID is not null

Case 2: If the RecordID is equal to null

What would be the impact of using each of these conditions, and how would it affect downstream tools (especially in the context of email triggers)?

Any insights or suggestions would be greatly appreciated.

Thanks in advance!

Hey! It sounds like you're dealing with some frustrating workflow issues. The reason the workflow stopped at 83 vendors could be due to server timeouts, resource limitations, or stricter production environment limits that weren't an issue in UAT. The duplicate emails likely happened because the macro or workflow triggered emails multiple times for the same vendor—probably due to a logic error that caused unnecessary repeats.

shana598brush · Answer

@Babusaf HHAeXchange wrote:Hi All,

We have been using one workflow (originally created by a former employee) to trigger mass emails using a macro. Since it had multiple steps and was taking long hours to run, I tried simplifying it.

During internal UAT testing, it worked fine. But when I moved it to production, I faced two issues:

* Emails were triggered to only 83 out of 2020 vendors.
* Each of those 83 vendors received 993 duplicate emails.

The workflow kept running for almost 2 hours and finally stopped only because it was halted at the server end.

Could someone please help me understand:

Why did the workflow stop at 83 vendors instead of processing all 2020?

What could have caused the duplication (993 emails per vendor)?

How can I insert an output file validation step before the email tool to avoid such issues in future?

Additionally, I have a clarification regarding the RecordID filter logic used in the macro workflow. Please see the screenshots below.

Case 1: If the RecordID is not null

Case 2: If the RecordID is equal to null

What would be the impact of using each of these conditions, and how would it affect downstream tools (especially in the context of email triggers)?

Any insights or suggestions would be greatly appreciated.

Thanks in advance!

Hello
Interesting workflow issues! Potential causes: data filtering or truncation, macro logic flaws, or server resource limitations. To troubleshoot, review the workflow's data inputs, macro conditions, and email trigger logic. Consider adding logging or output validation steps to identify the root cause. The RecordID filter logic could be contributing to the issues, especially if it's filtering out most vendors or causing duplicate email triggers.

Best Regards,
Shana Brush

KGT · Answer

I'm assuming that the Email Tool was in the Batch Macro at the end after bringing together all the containers? I can't run the workflow as the initial input was not included, but I would expect that the grouping may not have worked and so each Batch is containing several addresses. Was there 993 iterations run?

If the RecordID is Null, I would expect all those records to pass in to the batch macro as one. The Macro is configured to run a batch per RecordID, and Null() could technically be a RecordID, I would expect.

Without seeing the log of the run, I couldn't say more, but try this by filtering to 2-3 batch's first and look at the results to see what is grouping etc. This should be pretty easy to find, in the workflow, after hitting run and seeing the results.