Monitoring Workflow Runs

Every time a workflow fires, it creates a run. The run history shows you exactly what happened, step by step, for every contact that entered the workflow.

Delayed runs and scheduled reminder checks now use the same internal automation engine auth path behind the scenes, including the same secret precedence and timing-safe bearer-token validation. That reduces environment-specific mismatches where waiting runs and scheduled triggers could be accepted by one internal engine endpoint but rejected by another.

When one inbound event or webhook matches multiple runs at once, CE Pro now fans those run executions out in parallel instead of walking them one by one. That keeps the run queue moving faster after bursty events while still capturing per-run failures in the response and audit trail.

Viewing Runs

From the Workflow Detail Page

1. Go to Automations and click on a workflow name
2. Click the Run History tab

You will see a table of all runs for that workflow. Each row shows:

• Contact name -- who the workflow ran for
• Started -- when the run began (relative time like "2h ago")
• Status -- Running, Waiting, Completed, Failed, or Cancelled
• Current Step -- which step the run is on (for active runs)
• Duration -- total elapsed time

From the Global Runs Page

To see runs across all workflows, use the API at /api/automations/runs. The workflow detail page is the primary UI for monitoring.

Run Statuses

When a delay expires or a business-hours hold clears, CleanEstimate Pro promotes that same run back to Running automatically before the next step executes. The engine now also checks the stored wake time before resuming a waiting run, so internal resume calls cannot skip ahead of a delay or business-hours hold.

Expanding a Run

Click on any run row to expand it and see the step-by-step execution timeline. Each step shows:

• Step icon and label -- what type of action it was
• Status -- completed, failed, skipped, or pending
• Timestamp -- when the step executed
• Duration -- how long the step took
• Output -- for communication steps, a preview of the message that was sent

For failed steps, a red error box shows the error message. For condition steps, the result shows which branch was taken (TRUE or FALSE). If any step fails, the run finishes with a Failed status so your run history and success-rate metrics stay accurate.

Test Runs

Before activating a workflow, use the Test Run button on the workflow detail page. This opens a modal where you can:

1. Enter mock contact data (name, email, phone, estimate total, etc.)
2. Click Run Test
3. See a simulation of every step without actually sending messages

The test results show:

• Whether entry conditions pass or fail
• Each step's rendered output with your mock data filled in
• Delay durations and computed wake times
• Condition evaluation results

This is the safest way to verify your workflow before it goes live.

Cancelling a Run

To cancel an active run:

1. Expand the run in the Run History tab
2. Click the Cancel button

This immediately stops the run. Any pending delay steps are abandoned, and no further messages are sent. The associated enrollment is also completed.

Cancellation is useful when a customer contacts you directly and you want to stop the automated sequence.

Workflow Overview Stats

The Overview tab on the workflow detail page shows aggregate metrics:

• Total Runs -- how many times the workflow has executed
• Completed -- successful completions
• Failed -- runs that encountered errors
• Success Rate -- percentage of runs that completed without errors
• Last Run -- when the most recent run started

A bar chart shows runs per day over the last 30 days, with green bars for completed and red bars for failed runs.

Troubleshooting Failures

When a run fails:

1. Expand the run to find the failed step (marked with a red X)
2. Read the error message -- common issues include:

• SMS opt-out -- the customer opted out, so the SMS was skipped
• Rate limited -- too many messages sent in a short period
• Webhook timeout -- an external endpoint did not respond in time
• Missing data -- a required field like phone number was not available

1. Fix the underlying issue (update the contact, check integrations)
2. If needed, manually enroll the contact again to restart the workflow

If the failed step was a webhook, double-check that the destination is a public HTTPS endpoint. CE Pro blocks localhost, private-network, and other internal-only targets.

Tips

• Check run history after activating a new workflow to confirm it is behaving as expected.
• Use the 30-day chart to spot trends. A sudden increase in failures may indicate an integration issue.
• Failed runs do not retry automatically. If a transient error caused the failure, you can re-enroll the contact.