Symptoms
Multiple tasks being created for the same date or record
Notifications continuing after a record status changes (e.g., after patient discharge)
The same workflow action triggering repeatedly for already-processed records
Excessive email or task notifications for staff members
Root Cause
This occurs when recurring workflows have insufficient conditions to prevent repeated firing. Common causes include:
Using only basic conditions like "Sales Stage = 'Admitted'" without additional filters
Missing status-based conditions that exclude discharged or inactive records
No date-based conditions to prevent re-triggering for the same records
Solution
Step 1 — Access the Problematic Workflow
Navigate to Settings → CRM Settings → Automation → Workflows
Locate the workflow creating duplicate tasks or excessive notifications
Click to edit the workflow
Step 2 — Review Current Conditions
Examine the current workflow conditions
Identify if the workflow uses only basic conditions (e.g., Sales Stage)
Note any missing status or date-based filters
Step 3 — Add Proper Filtering Conditions
Add the following conditions to prevent duplicate triggering:
Status-Based Condition: Add "Admitted Status = 'In Treatment'" (or equivalent active status)
Date-Based Condition: Add "Discharge Date is empty" to exclude discharged patients
Remove Basic Conditions: Remove "Sales Stage = 'Admitted'" if replacing with more specific status-based conditions
Step 4 — Configure Recurrence Settings
Verify the workflow recurrence is set appropriately for your needs
For weekly workflows, confirm the schedule matches your requirements
Consider using "Only first time conditions are met" if appropriate for your use case
Step 5 — Save and Test
Save the updated workflow configuration
Monitor the workflow over the next few cycles
Verify duplicate tasks are no longer being created
Confirm notifications stop when records no longer meet the conditions
Verification / Expected Result
After implementing these fixes:
Workflows trigger only for records meeting all specified conditions
No duplicate tasks are created for the same records
Notifications stop when records no longer meet the criteria
Staff receive appropriate notifications without excessive duplicates
Preventing Future Issues
✅ Best Practice: Always include status-based conditions that define when a workflow should and should not run.
✅ Best Practice: Add date-based exclusions for records that should no longer trigger the workflow.
✅ Best Practice: Test thoroughly before activating recurring workflows in production and review conditions regularly as your processes evolve.
⚠️ Important: Always review and test workflow changes carefully — they can affect multiple records and staff notifications simultaneously.
Escalation
Contact Dazos Support if:
You're unsure which conditions to add for your specific workflow
The workflow continues creating duplicates after following these steps
You need help identifying the correct field names or values for your conditions
You experience workflow performance issues after making changes
Related Resources
How to Fix Workflows Sending Excessive Emails and Texts
How to Create CRM Workflows Triggered by Task Completion
How to Create a Workflow to Trigger Alumni Follow-Up Tasks in Dazos