Workflow Execution Logs

The Workflow Logs page shows a detailed history of every automated workflow execution in your admissions system. When a workflow triggers (e.g., a lead moves to a new stage), the log records what happened, whether it succeeded, and any errors encountered.

Accessing Workflow Logs

1. Navigate to Configuration in the sidebar.
2. Select the Workflow Logs tab.

What Gets Logged

Every time a workflow executes, the system records:

Field	Description
Executed At	The exact date and time the workflow ran
Workflow	The name of the workflow that was triggered
Trigger	What event caused the workflow to run (e.g., "Stage changed", "Form submitted")
Lead	The lead/applicant that triggered the workflow
Status	Whether the execution succeeded or failed
Actions Executed	The specific actions that were performed
Duration	How long the execution took
Error	Error details if the execution failed

Log Entry Statuses

Status	Meaning	Color
Success	All actions in the workflow completed successfully	Green
Failed	One or more actions failed during execution	Red
Partial	Some actions succeeded, others failed	Amber
Skipped	Workflow conditions were not met; no actions executed	Grey

Filtering Workflow Logs

Use the filter controls to find specific log entries:

Date Range

1. Click the date range picker.
2. Select a start and end date.
3. Click Apply.

Workflow

Select a specific workflow from the dropdown to see only its executions. The dropdown is searchable for schools with many workflows.

Status

Filter by execution status (Success, Failed, Partial, Skipped).

Search

Type keywords to search across workflow names, lead names, and error messages.

Clearing Filters

Click Clear to reset all filters.

Reading Log Details

Click a log entry to view detailed information about the execution:

Action Breakdown

Each action within the workflow is listed with its individual status:

• Send Email -- Was the email sent? To which address?
• Change Stage -- What stage was the lead moved to?
• Send Notification -- Was the notification delivered?
• Update Field -- What field was updated and to what value?
• Delayed Action -- Was the action scheduled for future execution?

Error Details

For failed executions, the error section shows:

• The specific action that failed.
• The error message returned by the system.
• Context about what was attempted.

Common Workflow Failures

Error	Cause	Solution
Email delivery failed	Invalid email address or SES configuration issue	Verify the lead's email address; check SES settings
Template not found	Referenced email template was deleted	Update the workflow to use an existing template
Stage not found	Referenced pipeline stage was deleted	Update the workflow stage reference
Permission denied	Workflow attempted an action the system user cannot perform	Review workflow action configuration
Timeout	Action took too long to complete	Check for system load issues; retry

Delayed Action Logs

Workflows can include delayed actions (e.g., "Send email 3 days after stage change"). These appear in the logs as:

• Scheduled: The delayed action was queued for future execution.
• Executed: The delayed action ran at the scheduled time.
• Failed: The delayed action could not execute when scheduled.

The ProcessWorkflowDelaysCommand processes these delayed actions and creates corresponding log entries.

Using Logs for Debugging

When a workflow is not behaving as expected:

1. Find the execution -- Filter by workflow name and the approximate date/time.
2. Check the status -- Was it Success, Failed, or Skipped?
3. Review conditions -- If skipped, the trigger conditions were not met. Verify the workflow's trigger configuration.
4. Read error details -- If failed, the error message tells you what went wrong.
5. Test the workflow -- After fixing the issue, trigger the workflow again and check the new log entry.

TIP

Workflow logs are your best diagnostic tool. When a user reports that "the automation didn't work," the workflow log will tell you exactly what happened and why.

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