The Workflow Management feature is a comprehensive tool designed to enhance oversight and control over both live and completed workflows on your site. It not only facilitates filtering and tracking of workflows but also provides capabilities to cancel them as needed. Furthermore, users can utilize this feature to inspect for any errors, monitor the progress, and verify the start and end times of each workflow. This proves invaluable in ensuring that workflows trigger as intended and in identifying any processes that might be experiencing issues.
- Basic Filtering
- Filtering by Date
- Status Details
- Workflow Run Information
- Cancelling Workflow
To access this tool, navigate to the folders panel on your site homepage and click on the highlighted section below.
At the top of the workflow management page, you'll find the 'Display Settings' section. This offers several filtering options to help you view the data just the way you want:
- Display time zone: This option lets you choose how the start and end times of workflows are shown. While all times are recorded in UTC by the server, you can adjust how they appear to you. There's also a 'UTC' button; when clicked, it sets the time zone to UTC (+00:00).
Note: Keep in mind that UTC 00:00 doesn't include daylight saving adjustments. For example, 14:00 UTC is 15:00 BST during daylight saving.
- App: This dropdown menu lists all the apps on the site, letting you filter results by a particular app.
- Graph: With this dropdown, you can select specific workflows you want to see. But remember, it works based on the 'App' selection. If no app is chosen, this dropdown will be empty.
Note: Graph corresponds to a single page in the Workflow configuration section. It does not refer to a graph which presents data.
- Run Visibility: Choose how you'd like to view the workflow runs with the following options:
- Hide runs that performed no actions: Excludes runs that were inactive.
- Hide runs that did not match the trigger: Excludes runs that didn't meet the specified criteria.
- Show all runs: Displays all workflow runs, regardless of status or action.
- Error Level: Filter your runs based on errors using these selections:
- Do not filter for errors: Displays all runs, regardless of any errors.
- Show only runs with Warnings or Errors: Only shows runs that encountered warnings or errors.
- Show only runs with errors: Specifically displays runs that had errors.
Note: Warnings typically suggest that something's not quite right with your setup, and you might be able to fix them. Errors, however, often need a higher level of attention.
Filtering by Date
This can be found at the bottom highlighted below. This can be useful when trying to find the route cause of issues and the need to filter to specific dates.
- Search: Before/After filters the runs either before or after the selected date and time.
- Start Date: Choose the desired start date for your filter.
- Start Time: Pick a specific time, formatted as HH:MM:SS, to refine your filter further.
Note: The time you see here is influenced by the 'Displayed time zone'.
- Last Updated: Indicates the most recent server update for the data displayed. It's a good gauge of how fresh your data is.
- Queue Status: Displays messages like “1 queued, 4 processing” to reflect the current workflow queue status for your site and also the total requests in the specified time period. Useful to check if workflows are lagging due to a backlog. You can click on the icon if you would like it to stay on one metric only.
Workflow run presents with the option in the 'Error Level' box to select 'Show only runs with errors' as mentioned above, this can also be seen due to the RAG status being Red to see all workflows that have errored on your site.
Workflow Run Information
The 'Run ID' is a link in which a user can access the more detailed report of the workflow that was run. This will give further details of who and when the workflow was run, it can also show at what node in the workflow chain it failed at and what that failure was. Importantly it can also tell you how many records were effected by this workflow.
Feature coming soon
Archive Workflow: builtin:update:filter -> builtin:update:action Is used for when there is a bulk archive of records from a workflow that involved a filter to select what records would be used in this workflow.