How do i create an email notification when a field changes from a specific value to another specific value?

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I have a multiple choice field that gets changed throughout the install process. I want to get notified when the field changes from certain values to others.

Choices:

Scheduled

Dispatched

In Progress

Completed


i only want notifications when the value changes from Dispatched to Scheduled, or some other "backwards" progress update.

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M

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Posted 4 years ago

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Michael

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What I would do is to make a Formula checkbox field, and use an IF command that will tick that box if the dropdown changes.  Then you make your email notification ping you if that checkbox gets ticked.  

I would ask a secondary question about the proper formula to tick the box based on the criteria you mentioned.

Not the best answer, but that's how I would do it!
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Ceci New York

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Here's one way to do it (roughly along the lines of where Michael was going)

1)  Create a Text-Multiple Choice field called [Previous Status]

- we will use this field to store the previous value of the [Status] field

- populate this with the same values as the [Status] field:  Scheduled, Dispatched, In Progress, Completed

2)  Create a Formula Checkbox field called [Is Status Backwards]

- the formula for this field is simply:  [Previous Status] <> [Status]
3)  Set up 4 form rules - to update [Previous Status] to [Status] - only if progress is not going "backwards"
Form Rule #1:When the record is savedand all of the following conditions are true:- [Status] is equal to "Scheduled"- [Previous Status] is not equal to "Dispatched"- [Previous Status] is not equal to "In Progress"
- [Previous Status] is not equal to "Completed"
Action - change [Previous Status] to the value in the field [Status]Uncheck "Fire "change" actions only when a condition changes from false to true"
Form Rule #2: When the record is saved and all of the following conditions are true: - [Status] is equal to "Dispatched" - [Previous Status] is not equal to "In Progress"
- [Previous Status] is not equal to "Completed"
Action - change [Previous Status] to the value in the field [Status] Uncheck "Fire "change" actions only when a condition changes from false to true"

Form Rule #3: When the record is saved and all of the following conditions are true: - [Status] is equal to "In Progress" - [Previous Status] is not equal to "Completed"
Action - change [Previous Status] to the value in the field [Status] Uncheck "Fire "change" actions only when a condition changes from false to true"
Form Rule #4: When the record is saved and all of the following conditions are true: - [Status] is equal to "Completed" Action - change [Previous Status] to the value in the field [Status] Uncheck "Fire "change" actions only when a condition changes from false to true"
4)  Use the [Is Status Backwards] checkbox for your email notifications
With the form rules, when you save the record - the [Is Status Backwards] checkbox will only be checked if you've gone "backwards" in your [Status].  Otherwise - [Previous Status] will get updated to [Status], and the checkbox is unchecked.

So now you can use the [Is Status Backwards] checkbox in your email notification:
Email Notification
Notify when:  - a record is modified- When specific fields change - [Status]- and [Is Status Backwards] is checked