The Workflow Executions Report, available in the Workflows section of reporting, exports every record that has been through your workflows over a date range — together with a step-by-step log of what each workflow actually did to it.
It answers questions such as:
How many customers went through the dunning workflow last month, and how long did each one stay in it?
Which step was each record on when it left, and why did it leave?
Did the balance go down while the record was in the workflow?
Which emails, reminders and tags did a particular customer receive, and on what dates?
The file has two sheets. Executions has one row per record that went through a workflow. Steps has one row per individual action that was carried out. The two are linked, so you can move between them.
Where to Find It
Go to Reporting, open the Workflows section and choose Workflow Executions. The report is generated in the background and arrives as an Excel file, the same as every other Kolleno report.
Choosing What to Export
There are three things to set before you run it:
Workflows — pick the workflow you want. Leave this empty to include every workflow you have, across all workflow types. Archived workflows are left out unless you select one by name.
From and To — the date range.
Include active executions — a tick box, explained below.
What the Date Range Actually Covers
By default the report covers the executions that finished inside your date range. A customer who entered the dunning workflow in August and left it on 3 October appears in a 1–5 October report, with their whole history.
That is usually what you want for a monthly or weekly review: a clean list of everything that completed in the period.
Tick Include active executions to also bring in the records that are still in a workflow right now, plus anything that was in a workflow at any point during the range. Use it when you want a picture of what is happening today rather than a report on a closed period.
Please note that workflows executions report has a limit of 500k for the report, if this is exceeded then you will not be able to review the full data. Kolleno advises to reduce the timeframe to a shorter one to ensure that this limit is not reached.
The Executions Sheet
One row per record that went through a workflow.
Note: The balance columns are only filled for the workflow types that track a balance. On the others they show n/a.
The Steps Sheet
One row per individual action a workflow carried out — each email sent, each tag applied, each wait completed.
How the Two Sheets Fit Together
The Execution ID column appears on both sheets and is what joins them.
Take one row on the Executions sheet, copy its Execution ID, and filter the Steps sheet by it, you get the full history of that one record's journey, in order. Going the other way, a step you want context for tells you its Execution ID, and the Executions sheet tells you how that journey started, how it ended and what happened to the balance.
Every sheet has filter dropdowns on the header row, so you can slice by workflow, category or status directly in Excel.
Execution ID and Execution Run ID Are Not the Same Thing
The file includes a short Column guide beside the table explaining both.
Execution ID is one record's journey through one workflow. A journey usually spans several runs: a customer emailed on day 1 and reminded on day 8 keeps the same Execution ID on both steps. If that customer goes through the same workflow again later, that is a new journey with a new Execution ID.
Execution Run ID is one run of the workflow, on its schedule or started manually. A run handles every record that is due at that moment, so every step it carried out shares this ID. The day 1 and day 8 steps above happened in different runs, so their Execution Run IDs are different.
Filter by Execution ID to follow one customer. Filter by Execution Run ID to see everything the workflow did in one go.
If the report does not show what you expect, contact your Customer Success Manager or email support@kolleno.com with the workflow name, the date range you used and an example record.
For more information on managing your workflows, refer to the Workflows Articles Collection.