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Reporting & History in Global Workflows

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Attention: Some of the features on this page are in preview and are not yet available to all customers. If you’re interested in learning more, reach out to your Customer Success Representative.

About Reporting & History

After you set up your workflow, you’ll probably want to check on their status and evaluate past changes that were made to them. The run log and audit log within the Reporting & History 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 & History will contain information about why the workflow failed or if a change was made, helping identify and fix the issue.
navigating to reporting and history in workflows

Run Log

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.

The run log will contain the following pieces of information about your workflows:
the table headers in the run log

  • Workflow Name: The name of the workflow.
  • Trigger: The event that begins the workflow.
  • Tasks: The task(s) that result from the workflow.
  • What starts the workflow column will tell you whether the workflow was scheduled or event-based.
  • Triggered Date: The date and time that the workflow began.
  • Status: The status of the workflow. Values include Queued, In-Progress, Completed, Timed-Out, and Failed. 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 workflows you’re interested in.

Qtip: Select “All” to revert your filter selection.

the search options at the top of the run log

the filter options at the top of the run log

  1. Use the Status dropdown to filter by the workflow’s status.
  2. Use the Workflow dropdown to filter by the workflow name.
  3. Use the Triggers dropdown to filter by the Event that began the workflow.
  4. Use the Tasks dropdown to filter by the Task the results from the workflow.
  5. Use the From and Until boxes to filter by Triggered Date. Click one of the boxes to see a calendar to choose your date.
    the filter for filtering by date. click the two boxes to select a date using the calendar pop-up
  6. 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 a 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.

  1. Go to Workflows.
  2. Select Reporting & History.
    navigating to the run log and clicking details
  3. Click the Details of the workflow you’re interested in.
  4. 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.
    Finding the UniqueID in the Run Log
  5. 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 & History.

Audit Log

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.

  1. Navigate to your global Workflows.
  2. Click on the Reporting & History.
    navigating to the audit log
  3. Click Audit log in the sidebar navigation.
  4. You can now view the changes made to your workflows in the table.
Qtip: You can click View details to view the changes made to the JSON payload.

the view details button for an entry in the audit log

Coded Details in the Audit Log

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.

using the search fields at the top of the audit log

  1. Search: Type in the Search bar to filter based on keywords.
  2. User name: Type the name of a user and/or select a user from the dropdown results to filter based on a user name.
  3. User action: Type the name of a user and/or select a user from the dropdown results to filter based on a user editing a workflow. You can filter based on available change events in the audit log.
    clicking the user action dropdown in the audit log
  4. Date range: To filter by date range, choose a start date, and then an end date.
Attention: The filter will not be applied until both dates are selected.

Manually Triggering Scheduled Workflows

Rather than waiting for a scheduled workflow to fire, you can trigger it with the click of a button. In the workflow editor, you can immediately cause a workflow to fire during the testing process.

Example: Let’s say that you would like to create a workflow that is scheduled to trigger every Monday at 6:00 am, but you’re building your workflow on a Wednesday. You’d like to test your workflow without waiting for it to trigger the following Monday. You can manually trigger your workflow immediately in order to test that it’s working the way you want it to.
  1. Navigate to your Workflows.
    navigating to workflows in the global navigation and clicking create new workflow
  2. Click Create a workflow.
  3. Select Started at a specific time to create a scheduled workflow. For more help setting up your workflow, see Scheduled Workflows.
    choosing started at a specific time
  4. Click Get started.
  5. Turn on your workflow by toggling the on/off button in the top-right.turning on the scheduled action and then selecting run immediately
  6. Open the options menu in the top-right corner of the workflow and click Run Immediately to trigger the workflow.
Qtip: You can verify whether the workflow fired by checking the output in the Reporting & History tab. Please note that it might take a few minutes for the workflow to complete execution.

FAQs