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Workflow from sharepoint designer will not send emails

Posted on 2014-02-21
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Last Modified: 2014-04-21
I am trying to set-up a workflow to approve a form.  The workflow I started using was the "assign a task process" option.  I assigned the task to myself and my manager for testing purposes.  I chose the "initiate workflow when item is created" option.  I saved and published the workflow to my form.  When in SPD13 I can see that the workflow is associated with the correct list.  On the SP site I can go in to workflow settings and see the workflow that is assigned.  I fill out the form and submit the form in to the library.  Under approval it says "pending".  When I go to "workflow settings"  is says that no workflows are currently running and none have been run in the past.  However, the individuals assigned to the task do not receive email notification that there is a form to be approved.  We have ensured that email is turned on on the SP server, we have entered the SMTP server address in the IIS Manager under SP, I have gone through all of the settings I can find associated to this workflow and can not find an area to "Send email to assigned".  We found some where that the "Send email to assigned" in the tasks list options box needed to be checked but I am either looking in the wrong place for that or we do not have that option.

So then I decided to scale down the workflow to just "send an email", put myself as the recipient, saved and published.  Tested, and never received an email.  Our mailserver is not receiving the emails, it seems that SP and/or the workflow are not even initiating that an email be sent.  Is there something I am missing in the design of the workflow?  Is there a setting in the workflow manager or on the SP server that needs to be turned on?

Any help would be greatly appreciated!
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Question by:reedcp
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6 Comments
 
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Expert Comment

by:Britt Thompson
ID: 39878120
Have you verified that Sharepoint has been configured to deliver email? In Central Management the destination server has to be set and if you use Exchange for email your Exchange server needs a relay connector to allow SP to send.
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Author Comment

by:reedcp
ID: 39878167
We do have Exchange server and it is relaying but we also have Barracuda which doesn't show it as getting hit with the email.  We also setup Central management with destination server.
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LVL 30

Expert Comment

by:Britt Thompson
ID: 39878188
Internally the barracuda shouldn't be filtering the messages. It sounds like Exchange is not properly relaying the emails. The best test would be to enable logging on the relay receive connector and see if it logs any errors related to the delivery of the messages from Sharepoint. If it doesn't log anything then the Sharepoint server isn't delivering the email to Exchange. Sometimes Exchange servers are setup with the relay connector on a different IP. When this happens you can get stuck in a situation where pointing the sharepoint server to the Exchange server's name would deliver to the wrong receive connector preventing the relay. In this case, you have to use the IP address of the correct receive connector. Just a possibility.
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Author Comment

by:reedcp
ID: 39883245
This document is from my system administrator.  He is trying to help me get this whole thing situated so we can continue to move forward but we keep hitting a wall.  Thanks :)
Workflow-issues.docx
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Accepted Solution

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reedcp earned 0 total points
ID: 39890160
I think I have realized one of the issues.  I have created a form in Infopath, uploaded to a form library in SP2013, and was creating a List Workflow (Oops!)  So I went to the test list we have set up and made a "Send an email" workflow and published it to this list.  However, it still did not work.  We received error 8306.  I looked it up and found there is an issue with the secruity token.  We are working on this now.

But now this has presented another issue.  I am trying to figure out how to publish a workflow to a library so that this form can be filled out, submitted to the library for document management, and once submitted a workflow would start that would alert the approver (manager of employee submitting timesheet), the approver would approve the form and the final approver (payroll) would be alerted that an approved timesheet is ready for her review, final approval, and processing.  Is this possible?  Is there a better way to accomplish what I am trying to do?

Thanks so much!
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Author Closing Comment

by:reedcp
ID: 40012193
I figured it out on my own
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