Track runs

The tracker lists every run of your workflows: where each one is, who it is waiting on and for how long, and what happened along the way. Open it with Track on a workflow’s card, from the designer, or from Workflows → Tracker.

Find a run

• Filters: one workflow or all; status (In progress, Waiting on someone, Overdue, Completed, Sent back, Not approved, Cancelled, Expired); when the run started; and a search box for a submission id or an email address.
• Tiles: how many runs are in progress, how many are overdue, how many completed this week, and the median time from start to completion.
• The table: one row per run with the workflow, when and by whom it started, the current step or steps, who it is waiting on, since when (red when overdue), the due date, a Loop column that shows “sent back ×1” or “restart of …” when the run has been around before, and Open.

A run whose start step was shared with the public shows “anyone with the link” until somebody opens the form.

Open a run

Click Open on a row. A drawer slides in with everything about that run:

• The workflow’s canvas in miniature, with each step coloured by its state: done, waiting, overdue, sent back, skipped or not reached. On a run with parallel paths you see at a glance which path is holding it up.
• Tasks: one entry per step instance with who it was assigned to, when it was opened and completed, and links to the submission or to the decision and its comment. The task that is currently waiting carries the actions:
  • Nudge resends its email. At most once an hour per task; if the task has no email address, the link is copied for you to pass on instead.
  • Reassign hands it to a team member or an email address. The previous link stops working and the new person gets a fresh one.
  • Copy workflow link copies the task’s link.
• Timeline: everything that happened, in order: started, emailed, opened, submitted, reminded, decided with the comment, sent back, reassigned, completed, and the signature certificate and approval record events.
• At the bottom: View in submissions, Open designer and Cancel run. Cancelling closes every open task, with an optional reason; submissions already made are kept. A completed run offers Final PDF (with approval record) here, and Rebuild approval record if the page could not be built.

Who can see and do what

Team members who can view a workflow’s submissions see its runs in the tracker. Nudging, reassigning and cancelling need editor rights on the workflow’s start form, or team ownership.

Submissions by step

The Submissions page still lists a workflow’s submissions form by form. Open the page for any form in the workflow and switch to the Workflow tab to see each run as a row of steps with a date in every column that was submitted, and open any of them. See Manage workflow submissions. A submission that belongs to a run also shows the run’s status and current step on its own page.

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