The Workflow Executions panel shows every record that has been enrolled in a workflow, whether it is still moving through the steps or has already left. For each record you get a timeline of every node it passed through, when it happened, which version of the workflow was live at the time, and the customer balance at that moment.
Use it to answer questions like "why did this customer stop receiving chasers?", "which step is this invoice sitting on?", and "did this email go out under the old template?".
Opening the panel
Go to Automated Communications and open the Workflows tab.
Open the workflow you want to inspect.
In the top bar of the workflow editor, click Executions (tooltip: View workflow executions).
The panel opens full screen. Use the size button in the panel header to switch between Dock to bottom and Expand to full screen, and drag the divider to resize it so you can see the canvas at the same time. Click Close to hide it again.
Reading the list
Each row in the left hand list represents one enrolment: one record in one workflow, for one run.
The first line is the record itself. Depending on the workflow level this is the customer name, invoice reference, email subject, SMS message, contact name, or custom record value.
The second line shows Started <date> for a run still in progress, or Started <date> · Ended <date> for a finished run.
The chip on the right shows the current status.
Rows are ordered with the most recently enrolled first. The list loads more rows automatically as you scroll, so there are no page numbers.
Click any row to load its timeline on the right.
Statuses
Active: the record is still in the workflow and will be picked up on the next run.
Waiting: the record is held at its current step because there is an outstanding task that must be completed before the workflow can continue.
Ended: the run has finished. The reason is shown on the timeline.
Filtering
The status dropdown at the top of the list filters by All, Active, or Ended.
Filters opens the full filter set for the workflow's level, so you can narrow down by the record's own fields (for example invoice due date, customer balance, or tags) as well as by workflow fields such as Date joined, Date of last action, Date of workflow end, Reason for workflow end, and Is waiting for task completion. When filters are applied the button shows the count, for example Filters (2).
If nothing matches you will see No objects match the current filters.
The timeline
The right hand pane shows the full execution history for the selected record, newest step first.
At the top you will see:
The record name, with an icon to open the customer (or the email, at email levels) in a new tab.
Current workflow version: n, which is the version live right now.
For finished runs, a banner reading Ended <date> followed by the reason the run ended.
Each entry in the timeline is one step the record actually completed, and shows:
The node name, in blue. Click it to jump straight to that node on the canvas (tooltip: Go to the node). If the node has since been deleted it appears as <name> (deleted) and is not clickable.
The date and time the step ran. Hover for the time zone.
Workflow version n, the version that was live when that step ran.
Balance: <amount>, the customer balance recorded at that moment.
An amber chip reading This node changed since workflow version n where the node has been edited after the step ran. Hover it to see what changed. This is how you confirm whether a communication went out under older content or older settings.
Records that have only just been enrolled will show No steps have been recorded for this object. until the workflow next runs.
Why a run ended
The reason shown on an ended run is one of the following.
End reached: the record completed the last step of its branch. This is a normal, successful finish.
No longer meets trigger node condition: on every run, records already in the workflow are re-checked against the trigger's filters. Anything that no longer matches is released. This is the usual reason a customer stops mid sequence, for example because the invoice was paid or the balance fell below your threshold.
Transaction received: a payment was received and the workflow has Stop on transaction received enabled.
Manual communication sent: a user sent a manual email or SMS and the workflow has Stop on manual communication sent enabled.
Communication received: an inbound email or call was received and the workflow has Stop on communication received enabled.
Manually stopped: a user stopped the run for that record.
Node deleted: the step the record was sitting on was deleted from the workflow, so the run could not continue.
These stop settings are configured per workflow under Settings.
Things worth knowing
A record can only be in a given workflow once at a time. After a run ends, the record cannot re-enrol until the workflow's days to wait before restarting period has passed.
Enrolment starts at the first step, not the trigger. A newly enrolled record is placed on the step immediately after the trigger, so the trigger itself never appears in the timeline.
Workflows run on a schedule. Steps only progress when the workflow runs, so a delay of "1 day" completes on the first run after that day has elapsed, not at the exact minute.
Paused records stay Active. Pausing a record from Customer Hub keeps its place in the workflow and it resumes automatically once the pause date passes. Stopping it ends the run for good.
Sending failures do not end a run. If an email or SMS fails to send, the record stays on its step and is retried on the next run. The error text is visible on the node's active records list (see below) and in the Workflow sending error report.