Before You Begin
You'll need administrator access to your Dazos CRM workflow settings. Identify which workflows are sending duplicate emails or performing repeated actions.
Steps
Navigate to Workflow Settings
Go to Settings > CRM Settings > Automation > Workflows in your Dazos instance.
Select the Workflow to Edit
Click on the workflow that is causing duplicate actions (e.g., "New Admit Email" workflow).
Locate the Trigger Timing Setting
In the workflow configuration, find the "Recurrence" or trigger timing setting. This controls when the workflow executes.
Choose the Correct Timing Option
Select "Only the first time conditions are met" for workflows that should run only once per record (like admission notifications).
Avoid "Every time conditions are met" unless you specifically need the workflow to retrigger when conditions change.
Save the Workflow
Click Save to apply the timing changes to your workflow.
Verification / Expected Result
After changing the trigger timing, the workflow will only execute once when the conditions are first met. For example:
Admission notification emails will be sent only once per patient admission
PAA attachments will not be resent when the record data is updated
Tasks or other actions will not duplicate when conditions remain true
Understanding the Timing Options
"Only the first time conditions are met"
Workflow runs once when conditions become true
Will not retrigger if conditions remain true after record updates
Best for one-time actions like welcome emails, admission notifications, or initial task creation
"Every time conditions are met"
Workflow runs each time the record meets the criteria
Will retrigger whenever the record is updated and still meets conditions
Best for ongoing monitoring or repeated actions based on changing data
Troubleshooting / Common Errors
Issue: Workflow still sending duplicates after changing timing settings
Solution: Records that were already in the target state before the timing change may still trigger the old behavior. Test with new records to confirm the fix is working.
Issue: Workflow not triggering at all
Solution: Verify that workflow conditions are correctly configured and that the record actually meets all specified criteria.