About Workflows Reporting
After you set up your workflows, you’ll probably want to check on their status and evaluate changes that were made to them. The Reporting section in Workflows let you see the past runs of your workflows, the details about those runs, and changes that were made to any workflow. This section is particularly useful for evaluating why a workflow may have failed. Reporting will contain information about why the workflow failed or if a change was made, helping identify and fix the issue.
The Run log allows you to view additional information about the workflows that you’ve triggered. This page can help you monitor your workflows, diagnose issues, and get an overview of which workflows have been completed.
- Workflow Name: The name of the workflow.
Qtip: If you see statuses for an workflow named Deleted Workflow, chances are you deleted the attached workflow. Be careful when you do this – the records are still there, but the workflow itself is irretrievable.
- Trigger: The event that begins the workflow.
- Tasks: The task(s) that result from the workflow.
- What starts the workflow: This column will tell you whether the workflow was scheduled or event-based. If event-based, this column will list the specific event.
- Triggered Date: The date and time that the workflow began. Note that this is affected by your account’s timezone settings.
- Status: The status of the workflow. Values include:
- Queued: The task is scheduled to execute next.
- In-Progress: The task is currently executing.
Example: You have two tasks that run sequentially in a workflow. Before execution, the first task will be set to “Queued.” While it is being executed, the first task’s status will be “In-Progress” while the second task will not be displayed. On completion of the first task, the second task will appear as “Queued.”
- Completed: The task was executed. For an email task, this means it left the Qualtrics server.
- Timed-Out: The task timed out. Often times this means the Qualtrics server didn’t receive a response for the task. For example, the end point in your web-service task is a custom end-point from your website that is loading slowly. When your server gets back online, the web-service will also load appropriately
- Failed: The task did not trigger. This is usually caused by an error in the set-up of the task. For example, if you enter an invalid email into the email task.
Click View under the Details column to see the JSON payload for the task.Qtip: For tasks that time out, oftentimes this means the Qualtrics server didn’t receive a response for the task. For example, the end point in your web-service task is a custom end-point from your website that is loading slowly. When your server gets back online, the web-service will also load appropriately.Qtip: For tasks that fail, click Retry next to the status to re-run it. You should retry failed tasks after fixing the issue that caused them to fail.
- Details: Click View to see the JSON payload for the task. This window will also show you the execution time of the workflow.
Searching the Run Log
The run log comes with pre-configured filters allowing you to easily find the workflow you’re interested in.
- Use the Status dropdown to filter by the workflow’s status.
- Use the Workflow dropdown to filter by the workflow name.
- Use the Triggers dropdown to filter by the Event that began the workflow.
- Use the Tasks dropdown to filter by the Task the results from the workflow.
- Use the From and Until boxes to filter by Triggered Date. Click one of the boxes to see a calendar to choose your date.
- Search by a specific workflow’s Event ID. See the Finding an Event ID subsection below for more information on retrieving the Event ID.
Finding an Event ID
Each time an workflow runs, the run is assigned a unique Event ID. You can use this ID to find a workflow’s specific run, or provide to Qualtrics Support if you need help troubleshooting.
- Go to Workflows.
- Select Reporting.
- Click the Details of the workflow you’re interested in.
- Perform a text search for “uniqueID”. On Mac, this is CMD + F and on PC this is CTRL + F. A box should appear in your web browser allowing you to search.
- Copy the value for your uniqueID.
The uniqueID is the Event ID that can be used to search for specific workflow runs in your reporting.
The Audit log allows you to view changes that have been made on any workflow you have access to. This means that you can view when exactly a workflow was disabled/enabled, when condition changes were made, and who edited your workflow.
- Navigate to your global Workflows.
- Click on the Reporting.
- Click Audit log in the sidebar navigation.
- You can now view the changes made to your workflows in the table.
Searching the Audit Log
There are several ways to view additional information within the audit log. In the audit log, you’ll be able to view changes to your triggers and tasks.
- Search: Type in the Search bar to filter based on keywords.
- User name: Type the name of a user and/or select a user from the dropdown results to filter based on a user name.
- User action: Type the name of a user and/or select a user from the dropdown results to filter based on a user making a change to the workflow. You can filter based on available change events in the audit log.
- Date range: To filter by date range, choose a start date, and then an end date.