Enhancement: Workflows Execution History

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:speech_balloon: Aha! Ideas Portal

This enhancement is brought to you by:

:sparkles: Description

Admins will soon experience a simplified way to search for specific workflow executions with a new Workflows feature allowing for specific workflow execution event data searching.

Prior to Workflows Execution History, customers were limited when retrieving specific execution details, only being able to filter based on time and status. We have enhanced workflow executions to send the data to ISC “Search” for both workflow lifecycle events (i.e. workflow started, stopped, completed, failed), as well as workflow event data (i.e. Manage Access for John Smith).

By sending these two event streams to Search, admins will now be able to refine queries to retrieve very specific executions. For example, an admin will be able to search for a given workflow execution between 1000 and 1100 on July 01 with status of Failed. Additionally, an admin also will be able to search for specific executions across all workflows between 1000 and 1100 on July 01 with status of Completed and where there was a Manage Access activity and said access being managed was was applied to user John Smith.

In addition to Search, we have enhanced our UI experience to have dedicated Workflow Manager and Executions tabs. Use the Manager tab to build and manage your workflows with enhanced filtering capabilities. Use the Executions tab to view every workflow execution across all of your workflows in your tenant with lifecycle state filtering (completed, failed, pending, etc.). You’ll also be able to view the total number of executions in your tenant and with time bound filtering.

Note: Workflow executions will have a slight delay in the execution count

:red_exclamation_mark: Problem

Today, users go through a lengthy manual process in order to find specific workflow executions or actions that impacted a user based on a workflow with limited filtering to find their specific execution.

:light_bulb: Solution

This feature enables faster search capabilities and an improved experience when searching through thousands of workflow executions for not just lifecycle workflow events, but also individual activities within those executions. Users can now also find loop executions when searching workflow executions.

A new UI on the Admin → Workflows’ page that includes quick filters for status and additional filtering for Name, Start date/time, Completed date/time, Owner, Trigger, Test Workflow, and more.

Workflow History
Workflow History690Ă—293 14.6 KB

Executions
Executions690Ă—293 14.3 KB

:busts_in_silhouette: Who is affected?

All Suites customers

:date: Important dates

Sandbox availability: Mar 30, 2026
Production rollout: Apr 13, 2026 - May 4, 2026

5 Likes
2

much awaited feature

3

Looking forward to it! Wonder how we will use this in practice.

One question that just popped in my mind: Which user levels are getting access to this data? Report admin, cert admin, source admin? Depending on the answer, it could be that customers would need to remove user levels from identities if knowledge on workflow executions would extend the clearance level of those identities.
Before this update only org admins could see workflow history.

One additional reason to focus on custom user levels, allowing customers to choose which user levels would get access to this new data stream!

Kind regards,
Angelo

4

Hi @angelo_mekenkamp we are not changing permissions for who can view workflow history as part of this enhancement.

Thanks for your feedback regarding customer user levels for workflows. We will take this into consideration for future enhancements.

5

Hey @Takato,

Thanks for your quick response!

I just checked by doing the following:

  1. Logged in as identity X who is an org admin and gave the user level Report admin to identity Y. Identity Y has no user levels.
  2. Logged in as identity Y, could not go to the admin page workflows (/ui/wf?tab=executions). Instead now went to search, searched for *, and I was able to see the workflow history.

So before Report Admins couldn’t see workflow histories, but now they can through search. So even though you have not actively changed permissions in your code, your change does have an impact on what report admins can see in practice. So a reevaluation on who should be report admin is needed, since it can now get more data than before.

I haven’t checked yet for other user levels what the impact is.

6

thank you for the information. This is really useful

7

Waiting to see this feature on the prod tenants

8

Thanks for the details, Angelo. I’ll follow up with my team.

1 Like