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Workflow sending multiple Emails

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Posted on by eduardogarcia

Hello Everyone,

I have a workflow that alerts multiple approvers that someone has uploaded a file to a specific location, requesting approval. The workflow does not continue unless both approvers have responded to the workflow, but I have seen that the approvers receive at least one more email, even if they have already replied to it. As you can see in my workflow, I don't have any Do Until or loops that state to send more than one email. I have tried other methods to resolve this issue but have not succeeded. Any suggestions?

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eduardogarcia 8 on at

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Both Approvers have responded and approved. About a minute later we received a second email. Here is the current state of the workflow
v-xiaochen-msft Microsoft Employee on at

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Hi @eduardogarcia ,

It's weird...Could you share the flow running history view?

Could this be a new flow instance? In other words, will the process be triggered twice, resulting in two emails for the approver?

Best Regards,

Wearsky
eduardogarcia 8 on at

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Of course, Thank you for the assistance!

Body:
{
  "responses": [
    {
      "responder": {
        "id": "feb3c003-7bb3-44b1-bd84-04407230a89e",
        "displayName": "Christian",
        "email": "christian@nwascopud.org",
        "tenantId": "a78bfeed-019a-4f4e-ac89-0ba820742172",
        "userPrincipalName": "christian@nwascopud.org"
      },
      "requestDate": "2022-07-26T21:45:37Z",
      "responseDate": "2022-07-26T21:47:43Z",
      "approverResponse": "Reject",
      "comments": "This is just a test right?"
    }
  ],
  "responseSummary": "Approver: Christian, christian@nwascopud.org\r\nResponse: Reject\r\nRequest Date: Tuesday, July 26, 2022 9:45:37 PM\r\nResponse Date: Tuesday, July 26, 2022 9:47:43 PM",
  "completionDate": "2022-07-26T21:47:43Z",
  "outcome": "Reject",
  "name": "579da2fb-71db-406d-ab8b-f268afd67540",
  "title": "Eduardo is requesting approval",
  "details": "**Eduardo** is requesting approval for the following:\n**Document Name**: _Test Document for Approval Workflow_\n**Location**: _Shared Documents/IT Department (Pending Approval)/Test Document for Approval Workflow.txt_",
  "itemLink": "https://XXXX.sharepoint.com/sites/ITCommandCenter/Shared%20Documents/IT%20Department%20(Pending%20Approval)/Test%20Document%20for%20Approval%20Workflow.txt",
  "itemLinkDescription": "Test Document for Approval Workflow",
  "requestDate": "2022-07-26T21:45:36Z",
  "expirationDate": "9999-12-31T23:59:59Z",
  "priority": "Medium"
}

RESPONSES:
[
  {
    "responder": {
      "id": "feb3c003-7bb3-44b1-bd84-04407230a89e",
      "displayName": "Christian",
      "email": "christian@nwascopud.org",
      "tenantId": "a78bfeed-019a-4f4e-ac89-0ba820742172",
      "userPrincipalName": "christian@nwascopud.org"
    },
    "requestDate": "2022-07-26T21:45:37Z",
    "responseDate": "2022-07-26T21:47:43Z",
    "approverResponse": "Reject",
    "comments": "This is just a test right?"
  }
]
v-xiaochen-msft Microsoft Employee on at

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Hi @eduardogarcia ,

In your screenshots, the flow ran successfully...

I can't find any action that might cause a self-loop.

Is it possible that the approver received two emails because the user uploaded 2 files or someone modified the file after uploading?

Best Regards,

Wearsky
eduardogarcia 8 on at

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Yes, the workflow ran successfully, but it still ends up sending the approvers more than one email request. We have tested uploading only one document and from time to time it sends more than one email. We are unsure why it sends out more than one email when we have been uploading the same document. The document is just an Excel sheet with some text.
v-xiaochen-msft Microsoft Employee on at

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Hi @eduardogarcia ,

The trigger for the flow will fire when the file is created or modified.

Is it possible that a user modified the uploaded file multiple times causing the flow to be triggered multiple times?

You could check the 28-day run history.

Best Regards,

Wearsky
eduardogarcia 8 on at

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I have been testing this with a co-worker and only one document is being uploaded at a time to remove any confusion. We have also tested uploading two documents, which works well. It sends two emails to the approvers.