Manage Workflow Instances and Versions

Use workflow history to review and manage workflow instances, troubleshoot execution issues, and manage previously published workflow versions.

You can:

1. Manage workflow instances: View execution details, troubleshoot issues, retry failed or terminated instances, and terminate instances that are still running.
2. Manage workflow versions: Review previously published versions and restore an earlier version when needed.

Workflow Instances

A workflow configuration defines how a workflow runs. Each time a record triggers the workflow, HAP creates and runs a workflow instance based on that configuration. A workflow instance is a single execution of a workflow triggered by a record.

1. View Workflow Instances

The execution history lists individual workflow instances and shows the current status of each instance.

2. View Workflow Instance Details

Locate the workflow instance by its Trigger Data, then click the instance name to open the execution details. You can review the execution status of each node in the instance.

3. Terminate Workflow Instances

App administrators can terminate an unfinished workflow instance from the execution history. To terminate multiple running instances, select them and use the bulk action.

Terminating a workflow instance also terminates all running subprocesses, approval processes, and packaged business processes (PBPs) associated with that instance.

4. Retry Failed or Terminated Workflow Instances

A workflow instance may be terminated if no branch condition is matched, or it may fail if an error occurs during execution. For example, if no approver can be found when the workflow reaches an approval step, the workflow fails.

After resolving the issue, such as configuring the appropriate approver, you can retry the instance from the execution history. Execution resumes from the failed or terminated node, so there is no need to trigger a new workflow instance from the beginning.

You can retry workflow instances in either of the following ways:

• From the execution history: Retry an individual workflow instance, or select multiple instances to retry them in bulk.

  

• From the execution details: Open a workflow instance and click Retry.

  

Troubleshoot Workflows

If a workflow does not run as expected, use its execution history to identify the issue.

1. Check whether the workflow was triggered.

   A workflow may not be triggered for the following reasons:

   • The conditions configured for the workflow trigger are not met. For example, the workflow may be configured to trigger only when specific fields are changed.
   • If record A has already triggered workflow B and that workflow instance is still running, subsequent changes to record A do not trigger workflow B again, even if the trigger conditions are met.
   • The organization's monthly workflow execution limit has been reached.

2. Identify the node where the issue occurred.

   On the workflow configuration page, click History, locate the relevant workflow instance, and identify the node where the issue occurred.

   When troubleshooting, enable Node Logs and retry the workflow. Node logs let you inspect the data processed by each node during execution.

Manage Workflow Versions

On the workflow configuration page, click Edition in the upper-left corner to view previously published versions.

You can view a previous version's configuration, rename it, or restore it. By default, each version is named using its publication date and a sequence number. You can also assign a custom version name.

Restore a Previous Version

To restore an earlier workflow version, restore it directly from the version list. Alternatively, click View to open the version details, then click Restore.

Restoring a version restores its configuration to the workflow editor but does not change the currently published version. To make the restored configuration the active version, click Update Release.