Workflow Activity Feed
The Activity Feed shows a chronological log of every workflow execution in your practice. Use it to verify workflows are running correctly, debug unexpected behavior, and understand which workflows are doing the most work.
Accessing the Activity Feed
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Navigate to Smart Lists & Workflows in the left sidebar.
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Click the Workflows tab.
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Click Activity in the sub-navigation (next to "My Workflows" and "Templates").
What the Feed Shows
Each entry in the Activity Feed includes:
- Timestamp — when the workflow executed
- Workflow name — which workflow ran
- Trigger event — what caused it to fire (e.g., "Client connected: Jane Smith")
- Client or deal — the specific record the workflow acted on
- Actions taken — what the workflow did (e.g., "Created reminder: Welcome Jane Smith")
- Status — Success, Skipped (conditions not met), or Failed
Filtering the Feed
Use the filter controls at the top of the feed to narrow results:
- By workflow — select a specific workflow to see only its executions
- By status — filter to Success, Skipped, or Failed
- By date range — narrow to a specific period
- By client — see all workflow executions for a specific client
Understanding Statuses
| Status | Meaning | |--------|---------| | Success | The trigger fired, conditions were met, and all actions executed | | Skipped | The trigger fired but conditions were not met — no actions taken | | Failed | The trigger fired and conditions were met, but one or more actions could not execute |
Skipped entries are normal and expected. They mean the workflow is correctly evaluating its conditions and choosing not to act when the criteria aren't met. A high skip rate just means the trigger is broad and the conditions are doing their job of narrowing the audience.
Debugging a Workflow
If a workflow isn't producing the expected results:
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Check the Activity Feed for the workflow — is it firing at all?
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If no entries exist: The trigger condition may not have been met yet. Verify the trigger is configured correctly.
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If entries show "Skipped": The trigger is firing but conditions are filtering out the client. Review the conditions to see if they're too restrictive.
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If entries show "Failed": Click the entry to see the error detail. Common causes include a referenced client being disconnected or a pipeline stage being renamed.
Use the Test Run feature on the workflow edit page to simulate execution with a specific client. This shows you exactly which conditions pass or fail without creating real reminders or notes.
Retention
Activity Feed entries are retained for 90 days. Entries older than 90 days are automatically archived and no longer appear in the feed. If you need longer retention for compliance purposes, export the feed periodically using the Export CSV button.