Changing email content during stops for actions in a Flow

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Posted on by AvE1990

Hi,

I hope you are able to help me with an issue I have with a flow.

I use a flow for approvals/rejections by email on an applications form (microsoft forms).

When someone fills in the form an email is sent to a coordinator who can then give an initial approval/rejection. After that an email is sent to the applicant. After that step the coordinator checks secondary requirements and based on that the applicant will receive a final approval/rejection.

As the Flow was build, not all email content was ready as I thought this could be changed later. However, the form link was shared and applications started coming in. When the first approval/rejection button has been pressed the flow automatically sends out the email that was created during that time. Now I have changed the content of the email and I would like applicants to receive the updated email instead of the old one when the coordinator uses the approval/rejection button. Is it possible to change a flow when it is already working but has temporary stops for approvals?

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Building flows

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Rhiassuring 8,690 Moderator on at

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Re: Changing email content during stops for actions in a Flow

Hi there,

No - if it is all in a single flow, and that flow is running, the emails will not be updated. If you had a flow that was triggering child flows, and you updated a child flow - that would be updated (as long as the master flow hadn't reached it yet).

You would need to start a fresh instance of the workflow - cancel the old ones and restart - in order to have it show your changes.

R

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AvE1990 6 on at

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Re: Changing email content during stops for actions in a Flow

Hi R,

Thank you for the quick response and the solution.
In that case I will make use of child flows in order to update the email messages.

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Rhiassuring 8,690 Moderator on at

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Re: Changing email content during stops for actions in a Flow

OH! If you haven't built the flow yet, you have other options - you could store the email contents in a list and retrieve them, so every time the flow runs, it picks up the "newest email content" from a list.

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AvE1990 6 on at

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Re: Changing email content during stops for actions in a Flow

Unfortunately the flow is already up and running, so I will need to adjust it. I don't have the content yet for after the second trigger, only for the first. I guess that means I would have to build two child flows, in case the email that is sent after the first trigger needs to be adjusted as well.

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