Running and Monitoring Workflows

Last updated: 16 April 2026

Running and Monitoring Workflows

Once you have built a workflow, you need to publish and enable it before it will run. This article covers the full lifecycle from publishing to monitoring execution.

Publishing a Workflow

  1. Open the workflow in the flow builder
  2. Click Publish
  3. A versioned snapshot of the workflow is created
  4. The published version is what runs when the trigger fires

Your draft is preserved separately -- you can continue editing the draft without affecting the live version. When you are ready, publish again to update the live version.

Enabling and Disabling

  • Toggle Enabled on the workflow to activate it
  • Only enabled workflows respond to triggers
  • Disabling a workflow stops new runs but does not cancel runs that are already in progress

Manual Execution

For workflows with a manual trigger:

  1. Navigate to the relevant record (patient, appointment, task, or recall)
  2. Open the actions menu
  3. Select the workflow from the list
  4. The workflow runs immediately with the selected record as context

The Runs Tab

Open a workflow and click the Runs tab to see the execution history. Each run shows:

  • Status -- the current state of the run
  • Triggered at -- when the run started
  • Duration -- how long it took
  • Trigger context -- the record that triggered it

Run Statuses

Status Meaning
Running Currently executing steps
Waiting Paused on a Wait node, will resume automatically
Completed All steps finished successfully
Failed A step encountered an error
Cancelled Manually stopped by a team member

The Run Viewer

Click a run to open the detailed run viewer. This shows:

  • Each step in the workflow with its execution status
  • The input and output of every step
  • Timestamps for when each step started and completed
  • Error details for any failed steps

Retrying Failed Runs

If a workflow run fails:

  1. Open the failed run in the run viewer
  2. Review the error details on the failed step
  3. Click Retry Run to re-execute the entire workflow, or Retry Step to retry just the failed step
  4. The run resumes from where it left off (completed steps are not re-executed)

Cancelling a Run

To stop an active or waiting run:

  1. Open the run in the run viewer
  2. Click Cancel Run
  3. The run is stopped and marked as cancelled

This is useful if a workflow was triggered by mistake or is no longer needed.

Safety Limits

Workflows have configurable safety limits to prevent runaway execution:

  • Max runtime -- the maximum time a single run can take
  • Max actions per run -- the maximum number of action steps in a single execution
  • Max nodes -- the maximum number of nodes allowed in the workflow

Tip: Check the Runs tab regularly for failed runs. A failing workflow may indicate a configuration issue, such as a missing email address or disconnected integration.