How to fix: SharePoint Designer created workflow that periodically stops and does not send emails


Symptoms:

SharePoint Designer 2007 created workflow will “stop” before the Send Email action. This may only happen for certain users, therefore, making the issue seem to happen intermittently.

Workflow status error: “Stopped”


Cause:


Send Email action has SharePoint group(s) and/or workflow lookups in the To / Cc line.


Workaround: 


Make sure each SharePoint group has at least Read permissions for the site. Additionally, that in the Group Settings area of the Group Page, under Who can view the membership of the group, Everyone is selected.



  1. On SharePoint site, click Site Actions -> Site Settings -> Modify All Site Settings.

  2. Under Users and Permissions heading, click People and groups.

  3. Select appropriate group(s), click Settings -> Group Settings.

  4. Under Group Settings area, select Everyone for Who can view the membership of the group, click OK.

Additional Information:


Office Online – Send e-mail in a workflow


Comments (22)

  1. Even with the latest (July 15, 2008) hotfixes applied, I still see this error in the SharePoint Logs.  I am working the issue with Microsoft Support by creating a Virtual PC 2007 SP1 image that demonstrates the problem.

  2. Clayton says:

    Wow, thanks a ton for posting this.  I had built this nice, complicated browser-enabled form with a ton of logic and conditional workflows associated, then at the end when I incorporated groups into the workflow-generated emails, it stopped working for almost everyone except me.  I narrowed it down to permissions, but I couldn’t figure it out when thinking about traditional permissions.  Since new groups default to "Group Members Only" on who can view, it became obvious what my problem was when I read this post.  I switched each group to be viewable by Everyone, and my workflows immediately began to work.

    The problem for me was I was getting no errors and was only getting the "Stopped" message in the workflow column, so I had no idea where to go.  I eventually narrowed it down to the exact point in the workflow where it was stopping (right when sending the first auto-generated email), but I had no idea why it was failing until now.

  3. Matthew says:

    Save my life, thanks for this.

  4. Huk says:

    I have a copule of workflows that stop prematurely usually at the Wait stage when it is waiting for the status to change. I do not why it just gave up waiting. Wonder if anyone can give me some help here.

    Wait for Approval Status to equal to 0;#Approved

    It seems to fail here. It just stopped

    Thanks

    Huk

  5. Huk says:

    I have a copule of workflows that stop prematurely usually at the Wait stage when it is waiting for the status to change. I do not why it just gave up waiting. Wonder if anyone can give me some help here.

    Wait for Approval Status to equal to 0;#Approved

    It seems to fail here. It just stopped

    Thanks

    Huk

  6. samuel mendu says:

    Alerts and sharepoint out of box workflow emails are working.

    But the custom worflow emails created by sharepoint desginer is giving an error  " The e-mail message cannot be sent. Make sure the outgoing e-mail settings for the server are configured correctly."

    Thanks,

    Sam

  7. MicheB says:

    This was driving me crazy. THANK YOU!  

  8. Thanks ….. Nice Solution….

    Currently it’s working fine ….  

  9. raji says:

    Hi,

    I am not able to see the workflow status in the workflow column when I convert the list to Data View.

    Please help me out here, what do I need to change in order to see the workflow status??

    Thanks in advance.

  10. MIDI says:

    Have a similar problem with SharePoint Designer workflow not sending an email when a new post is created. But my case is that I specified the email addresses to send an email instead of groups. It is working before and just suddenly stopped working.

    I get the status of "Failed on Start (retrying)".

    From the event logs it shows the Event ID: 6875

    Error loading and running event receiver

    Microsoft.SharePoint.Workflow.SPWorkflowAutostartEventReceiver in Microsoft.SharePoint….

  11. MIDI says:

    figured out my issue,  I’m using a Survey and workflow from a survey response is not supported as per KB 926370

  12. Robert says:

    I have a similar issue.  I have a workflow condition that basically should do the following: "If Modified by SP Group" then email to Created by.  I took out the dashes in my SP Group Name and "allowed everyone to view" the SP Group. My workflow is as follows:

    IF modified by User in Column X

    OR modified by SP Group

    AND Mgr Approval = Rejected

    AND AP Status = Approved

    AND Column Y = No

    Email to user in Column X

    Set Column Y = Yes

    My email does not get fired off and Column Y does not get set to “YES,” and workflow status says IN PROGRESS.  

    Any suggestions?  

  13. Chris says:

    I can get it to send emails to individuals but the mails to groups are not getting out.  I’ve ensured all four points are correct in your list above; however, still no-worky.  🙁

  14. Josh says:

    Thanks for the post.  This really helped when we were about to release a sharepoint site to the company only to find out a lesser user couldn’t send e-mail to another group.  

  15. Faraz says:

    My Sharepoint designer stopped and now its compare field option in the codition is not working

  16. Chanakya says:

    Thanks for the post. We were having a list involving 12 levels of approval process and we were not able to sort out the issue.

    Is there any reason same like this for the status "Error Occured" and "Failed on start retrying??"

  17. GeorgeW says:

    Robert, use the Log to History List Action in the SPD workflow tool to track where your workflow is failing. Insert this after every major Action, then view the log by clicking on the workflow status link (i.e. "In Progress"). The last entry will be just before the workflow stopped.

  18. KANIMOZHI says:

    HI CAN U PLEASE HELP ME THAT HOW TO ASSIGN A TASK TO PARTICULAR COLOUM IN A FORM  USING WF IN SPD 2010

  19. Scott says:

    This solved an issue I was fighting with for a few days. Thanks!

  20. Seattle says:

    25 April 2011.  Issue still occurs.

  21. FolcoTook says:

    THANKS!!! Been pounding my head against a wall on this one for days.