This guide explains why alumni follow-up workflows configured with a Time Interval trigger create duplicate tasks for the same intake opportunity — and how to fix it by switching to the correct trigger type.

If your alumni rep is receiving an overwhelming number of repeated task notifications for the same discharged patient, this article will help you identify and resolve the root cause.

Alumni follow-up workflows set to a Time Interval trigger re-evaluate on every scheduled run. Because this trigger type has no "run once per record" guard, every intake opportunity that continues to match the workflow conditions will have a brand-new task created on each scheduler pass.

This means that if four alumni follow-up workflows (e.g., 2, 7, 14, and 30 Days After Discharge) are all using a Time Interval trigger, each discharged record will generate a new duplicate task every time the scheduler runs — flooding the alumni rep with notifications.

⚠️ Important: The Time Interval trigger is intended for one-time bulk processing scenarios only. It should not be used for workflows that must fire only once per record.

Change the workflow trigger from Time Interval to On Intake Opportunity Update (also referred to as Opportunity Updated), and set the recurrence to Only the first time conditions are met. This ensures the follow-up task is created exactly once per record — when the record first meets the workflow conditions.

Go to Settings → CRM Settings → Automation → Workflows in your Dazos instance.

Locate the alumni follow-up workflow that is generating duplicate tasks (e.g., "Alumni 2 Days After Discharge," "Alumni 7 Days," etc.) and click to edit it.

In the workflow configuration, find the Workflow Trigger field. Change the trigger from Time Interval to On Intake Opportunity Update (or Opportunity Updated).

Locate the Recurrence setting within the workflow configuration. Select Only the first time conditions are met.

💡 Tip: Do not select "Every time conditions are met" for alumni follow-up workflows — this will cause the workflow to re-trigger on every record update where conditions remain true.

Confirm that all existing workflow conditions (e.g., Sales Stage, Admitted Status, Discharge Date) and task actions remain intact. You are only changing the trigger and recurrence settings — no other changes are necessary.

Click Save to apply your changes. Repeat these steps for each alumni follow-up workflow that uses a Time Interval trigger.

After making this change, each alumni follow-up workflow will create its task only once per intake opportunity — the first time the record meets the workflow conditions. No new duplicate tasks will be generated going forward.

✅ Best Practice: Repeat this fix for all alumni follow-up workflows in your instance (e.g., 2, 7, 14, and 30 Days After Discharge) to ensure consistent behavior across the entire alumni workflow set.

Fixing the workflow trigger will stop new duplicates from being created, but it will not remove tasks that were already created before the fix. Existing duplicate tasks will need to be cleaned up manually by your team.

⚠️ Note: Dazos Support does not delete existing tasks on your behalf to avoid removing any data your team may need. Your team should review and remove legacy duplicate tasks at your discretion.

Contact Dazos Support if: