This is happening because when you created your Workflow Rule, your Evaluation Criteria was set to Option 3 "Any time the criteria is met.Created and or Edited is not a factor. This criteria is Ideal for 'Mass Updates'".
What this means is, every 30 minutes, as long as a record meets your rule criteria, the Workflow Actions will fire off.
If you haven't already, Deactivate your Workflow that's causing your issue
To fix this you must first understand How the Evaluation Criteria works?
- Option 1: Created - Use this option when you only want your Workflow Rule to fire off for new records. With this option, your workflow actions will never runs more than one time per record
- Option 2: Created, and every time it’s edited - Use this option when you know that a record may or may not meet you criteria when the record is first created, or it will/may at some point in the future. It's important to understand, that once the rule criteria is met, your workflow action will run. With this option, for this specific workflow rule, your workflow actions will never run more than one time per record.
- Option 3: Any time the criteria is met. Created and or Edited time frame is NOT considered. This option is Ideal for 1 time "Mass Updates to “existing records, and for highly active records where the same workflow action may potentially occur multiple times over the lifespan of a record.
- An example might be, workflow rules that require a task to get created on an Opportunity, when any "Open" Opportunity has not been modified or had an activity for 21 days. You would want that task to get created each and every time this criteria were met
Option 3 does not consider whether or not the rule has been newly created or edited. If the rule criteria is met, the workflow actions will fire. This can include your old records that are no longer being modified. As an example, we often get customers who want to build a workflow rule that automatically names the Opportunity. . existing unedited records that meet your criteria NOW
Users must be very careful when using the Option 3 evaluation criteria. Deploy this strategy when using Option 3
- Always use more than 1 filter on your workflow rule
- Create a new custom field to support the workflow actions of this rule
Use Case: Let's say you're using Email to Case, and you want to send an email alert to your Case Team every time a customer responds to email. Over the course of managing this case, there could be different email coming and going with this customer. you want to sent out an email alert anytime including a row that uses the Operator "is not equal to". With this option, the rule runs more than once per record.
For "Email Alerts" using Option 3, you have 2 options for solving this issue:
- Create a new custom checkbox field on your object, something like "ABC Notification Sent"
- Rewrite your Workflow Rule, this time adding an additional new filter to your workflow rule - "ABC Notification Sent" EQUALS "False"
- Also add a Field Update - Set "ABC Notification Sent" to True
- Create ANOTHER Workflow Rule
- Use your polar opposite to the exact same workflow rule criteria
- Add a Field Update Workflow Action that sets "ABC Notification Sent" to False. This way, if your record changes again, to meet your criteria, your Email Alert will fire off again
We know that this can seem a bit daunting. Call our Support# if you need further explanation or if you'd like us to help you with it. (480) 696-3812