---
title: I'm receiving too many E-mails from Workflows
description: Reduce workflow email volume using suppression, schedules, tighter conditions, and targeted scope.
---
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2. [Workflows](https://help.perspio.io/help/workflows?hsLang=en)
# I'm receiving too many E-mails from Workflows
## Receiving too many workflow e-mails from Workflows? Learn how to reduce notifications by applying suppression (Until False or Custom Timeout), limiting schedules to business hours, tightening conditions, narrowing scope (Groups/Assets), and choosing the right workflow type for the use case.
#### Overview
If you are receiving **too many workflow e-mails** from **Perspio**, the Workflow is usually functioning correctly—but its **Condition**, **Schedule**, **Suppression**, **Scope**, or **E-mail Action** configuration is too broad or too permissive, causing repeated triggers or unnecessary recipients.
This article provides a step-by-step checklist to reduce email volume while keeping workflows reliable and actionable.
---
#### Common causes of “too many emails”
1. **Suppression is set to None**, so the workflow can trigger repeatedly.
2. **Condition is too broad**, so it is true frequently or for many assets.
3. **Scope is too wide** (Global or large Groups), increasing the number of assets evaluated.
4. **Schedule is Always-On** when notifications should be limited to business hours.
5. The workflow is **Continuous** when **Periodic** or **Scheduled** would reduce noise.
6. **Recipient configuration** includes multiple addresses or a distribution list that expands to many people.
7. An asset is sending **high-frequency telemetry**, causing frequent evaluations and triggers.
---
#### Before you change anything
### Confirm which workflow is generating the emails
- Identify the workflow name from:
- the email subject/body (recommended to include Workflow name and Asset Name using variables), or
- the Workflows list (recently updated workflows are often the source)
**Best practice:** Ensure your email subject includes at least:
- Workflow name
- Asset Name (variable)
- Short trigger summary
This makes it easier to trace and tune later.
---
#### Step 1 – Review the workflow’s Actions (Email configuration)
Open the workflow and navigate to **Actions**.
### What to check in the Email action
- **Recipient(s)**: confirm who is receiving the emails
- Remove unnecessary recipients
- Avoid using multiple individual emails if a single shared inbox is sufficient
- If using recipient attributes (from asset contacts), confirm those contact fields are correct and not duplicated
- **Subject / Body**:
- Include asset identifiers and key details so the email is actionable
- Avoid verbose content that encourages forwarding chains (often increases perceived “too many emails”)
### Usability and controls
- Each action block includes a **remove (X)** control (top-right of the action) to delete that action.
- Ensure you only have the required actions enabled (e.g., Email + SMS + multiple Emails can multiply noise).
- Use **Select an action to add** only when needed.
---
#### Step 2 – Apply Suppression to prevent repeated notifications
Suppression is the single most effective way to reduce excessive emails.
Navigate to **Schedule** (the step that contains both Scheduling and Suppression).
### Recommended suppression settings
#### Option A: Until False (recommended for alert-style workflows)
- Triggers once when the condition becomes true
- Will not trigger again until the condition becomes false and then true again
Use this for:
- temperature excursion alerts
- door open alerts
- offline alerts
- geofence breach alerts
#### Option B: Until Custom Timeout (recommended for “reminder” patterns)
- Triggers once, then waits a cooldown period before allowing another trigger
- Use when you need periodic reminders (e.g., “still offline every 2 hours”)
#### Avoid: None
- No suppression; the workflow may email repeatedly, especially for Continuous workflows with frequent updates.
---
#### Step 3 – Limit notifications to the right times (Scheduling)
Even with good suppression, Always-On scheduling can generate unnecessary emails outside operational hours.
### Recommended schedule patterns
- **Always-On**: only for truly critical alerts requiring 24/7 response
- **Recurring**: for operational workflows handled during defined hours
- Set **Time Zone** appropriately
- Use **Weekdays** + business hours for internal ops
- Use **Custom** for shift-based operations
- Use **All day** only when required
**Common outcome:** Recurring schedule reduces perceived spam by preventing alerts overnight/weekends.
---
#### Step 4 – Tighten the Condition (reduce false positives)
If the condition is frequently true, the workflow will legitimately trigger often.
### What to review
- **Signal selection**: confirm you’re using the correct signal (Telemetry vs Details vs Configuration)
- **Operator**:
- For text signals, avoid overly broad operators like “Contains” unless necessary
- Use more precise comparisons where supported
- **Thresholds**:
- Ensure thresholds match real operational limits
- Avoid tight thresholds that oscillate around a boundary (causes repeated true/false transitions)
### Design strategies to reduce noise
- Use a condition that represents a meaningful incident (not a normal operating state)
- Where supported, include time-based logic (e.g., “out of range for X minutes”) rather than instantaneous spikes
- Use suppression to avoid re-triggering during the same incident
---
#### Step 5 – Reduce the number of assets evaluated (Scope)
A workflow can generate “too many emails” simply because it applies to too many assets.
### What to change
- **Global → Groups**: move tenant-wide workflows into targeted group workflows
- **Large Groups → Smaller Groups**: segment by region, customer, or asset type
- **Groups → Assets**: for exceptions, trials, or a small set of monitored assets
This reduces both the volume of condition evaluations and the number of triggers.
---
#### Step 6 – Confirm the Workflow Type fits the use case
Workflow type impacts how often Perspio evaluates and how quickly it triggers.
### Tuning guidance
- **Continuous**: best for real-time alerts; can be noisy with frequent telemetry
- **Periodic**: best for routine checks; reduces noise by evaluating on intervals
- **Scheduled**: best for daily summaries and reporting; avoids “event spam”
- **Events**: best when you only want action on a discrete event occurrence
**Common fix:** If you do not need real-time alerting, switching from **Continuous** to **Periodic** or **Scheduled** often reduces the email volume dramatically.
---
#### Step 7 – Consider replacing “many alerts” with a scheduled summary workflow
If your team is receiving many alert emails that are mainly informational:
- Keep a strict real-time workflow only for critical incidents
- Replace non-critical alerts with a **Scheduled** daily summary email
This approach reduces inbox noise without losing visibility.
---
#### Quick fixes (most effective first)
1. Set **Suppression = Until False** (or **Custom Timeout** for reminders)
2. Set **Schedule = Recurring** (Weekdays/business hours)
3. Tighten Condition thresholds/operators
4. Reduce Scope (Global → Groups → Assets)
5. Re-evaluate Workflow Type (Continuous → Periodic/Scheduled)
6. Simplify recipients (shared inbox instead of many individual emails)
---
#### Troubleshooting notes
### “I changed suppression but I still get too many emails”
- Confirm the condition is truly clearing (false) between triggers
- If the condition toggles frequently, use **Custom Timeout** instead of Until False
### “Emails are going to too many people”
- Review Recipient(s) for:
- multiple addresses
- distribution lists
- attribute-driven recipients that may be populated across many assets
### “I only want emails for critical assets”
- Move the workflow to **Groups** scope and only include high-priority assets
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