Workflow History¶

The workflow history feature lets you review past executions, troubleshoot issues, repeat successful operations, and learn from patterns. This guide shows you how to effectively use workflow history.

Accessing Workflow History¶

From the Main Interface¶

Navigate to HistoryFrom ChatFrom Current Ticket

Click Workflows in the main navigation
Select History or Workflow Runs
View the list of all workflow executions

You: Show workflow history

AI: Here are your recent workflow executions:
    [Displays last 10 runs with status]

You: Show all failed workflows

AI: [Filters to show only failed executions]

You: Show workflows run on this ticket

AI: Workflow history for ticket #12345:
    [Shows workflows run in context of current ticket]

History View Layout¶

╔═══════════════════════════════════════════════════╗
║ Workflow History                                  ║
╠═══════════════════════════════════════════════════╣
║ Filters: [All ▼] [Last 7 Days ▼] [Search...]     ║
╠═══════════════════════════════════════════════════╣
║ ID     Workflow Name        Status   Date    User║
║ #145   M365 Create User     ✅ Done  Today   You ║
║ #144   M365 Assign License  ✅ Done  Today   You ║
║ #143   M365 Reset Password  ❌ Fail  Today   You ║
║ #142   M365 Disable User    ✅ Done  Yest    You ║
║ #141   M365 Create User     ⚠️ Warn  Jan 14  John║
╚═══════════════════════════════════════════════════╝

History Entry Details¶

Each history entry shows:

Field	Description	Example
Run ID	Unique execution identifier	#145
Workflow Name	Name of executed workflow	M365 Create User
Status	Final execution status	✅ Completed
Duration	How long it took	4.2 seconds
Date/Time	When it was executed	2024-01-15 14:23:45
Executed By	Who ran it	john.doe@company.com
Ticket	Associated ticket (if any)	#12345
Tenant	Target M365 tenant	Contoso Ltd

Status Indicators¶

Icon	Status	Meaning	Color
✅	Completed	All steps succeeded	Green
❌	Failed	One or more steps failed	Red
⚠️	Partial Success	Some steps failed, others succeeded	Yellow/Orange
🚫	Cancelled	User cancelled before completion	Gray
⏳	Running	Currently executing	Blue

Viewing Execution Details¶

Click any history entry to see full details:

Execution Summary¶

════════════════════════════════════════════════════
Workflow Run #145 - M365 Create User
════════════════════════════════════════════════════

Status: ✅ Completed Successfully
Duration: 4.2 seconds
Started: 2024-01-15 14:23:45
Completed: 2024-01-15 14:23:49
Executed By: john.doe@yourcompany.com

Context:
  • Ticket: #12345 (Password reset for Jane Smith)
  • Company: Contoso Ltd (#123)
  • Tenant: contoso.onmicrosoft.com

[View Steps] [Export] [Re-run] [Close]

Step-by-Step Breakdown¶

Expand to see all steps:

📊 Execution Steps (3/3 completed)

✅ Step 1: Validate Parameters
   Duration: 0.2s
   Status: Completed
   [View Details]

✅ Step 2: Create User in M365
   Duration: 2.3s
   Status: Completed
   [View Details]

✅ Step 3: Return User Details
   Duration: 1.7s
   Status: Completed
   [View Details]

Click [View Details] on any step:

════════════════════════════════════════════════════
Step 2: Create User in M365
════════════════════════════════════════════════════

Status: ✅ Completed
Duration: 2.3 seconds
Started: 14:23:45.123
Completed: 14:23:47.456
Action: M365_CreateUser

📥 Input Parameters:
{
  "tenant_id": "ca735f40-c2de-4ec8-9b6f-c96fd3dee932",
  "user_principal_name": "jane.smith@contoso.com",
  "display_name": "Jane Smith",
  "password": "●●●●●●●●",
  "force_change_password_next_sign_in": true,
  "usage_location": "GB"
}

📤 Output Results:
{
  "user_id": "5c3102ee-ec2e-4885-8959-32d739cb90fd",
  "user_principal_name": "jane.smith@contoso.com",
  "display_name": "Jane Smith",
  "password": "TempPass123!",
  "account_enabled": true,
  "force_change_password_next_sign_in": true
}

📊 Performance:
  • API Call Time: 1.8s
  • Validation Time: 0.3s
  • Processing Time: 0.2s

[Copy Input] [Copy Output] [Copy All] [Close]

Filtering and Searching¶

Pre-Built Filters¶

Use quick filters to find specific workflows:

By StatusBy Date RangeBy Executed By

[All Workflows ▼]
  • All Workflows
  • ✅ Successful Only
  • ❌ Failed Only
  • ⚠️ Partial Success
  • 🚫 Cancelled

[All Time ▼]
  • Today
  • Yesterday
  • Last 7 Days
  • Last 30 Days
  • Last 90 Days
  • Custom Range...

[Executed By Filter]
  • Enter username or email
  • Filters to workflows run by specific user
  • Example: john.doe@company.com

Search Functionality¶

Use the search bar to find specific executions:

Search For	Search Query	Results
User email	`jane.smith@contoso.com`	All workflows affecting that user
Ticket number	`#12345` or `12345`	Workflows run on that ticket
Run ID	`#145` or `145`	Specific workflow execution
Workflow name	`Create User`	All Create User workflows
Date	`2024-01-15`	All workflows on that date
Tenant	`Contoso`	All workflows in that tenant

Advanced search:

status:failed date:today user:jane@contoso.com

Finds: Failed workflows from today affecting jane@contoso.com

Analyzing Workflow Runs¶

Success Patterns¶

Identify what works well:

Filter: ✅ Successful Only
Sort by: Most Recent

Review patterns:
• What parameters were used?
• How long did it take?
• What context was available?
• Which steps completed fastest?

Example insight:

Pattern found: User creation workflows with
email+display_name provided upfront complete
40% faster than interactive parameter collection.

Recommendation: Provide full details in initial request.

Failure Analysis¶

Learn from failures:

Filter: ❌ Failed Only
Date: Last 30 Days

Common failure points:
• 45% - Step 2: License Assignment (no licenses available)
• 30% - Step 1: Validation (invalid email format)
• 15% - Step 3: Group Addition (group not found)
• 10% - Other errors

Actionable insights:

💡 Top 3 Failure Causes:
1. No available licenses (45%)
   → Check license inventory before assigning

2. Invalid email format (30%)
   → Use full email addresses, not display names

3. Group not found (15%)
   → Verify group names before workflow execution

Performance Trends¶

Track execution times:

Workflow: M365 Create User
Date Range: Last 30 days

Average Duration: 4.8 seconds
Fastest: 2.1 seconds
Slowest: 18.3 seconds

Performance by step:
• Step 1 (Validate): 0.2s average
• Step 2 (Create User): 3.5s average ← slowest
• Step 3 (Return Details): 1.1s average

Trend: ↗️ +12% slower than previous 30 days
Possible cause: Increased tenant size (more users)

Re-Running Workflows¶

Re-run past workflows with same or modified parameters:

Exact Re-Run¶

Repeat a successful workflow:

Click: [Re-run] on history entry #145

AI: Re-running workflow: M365 Create User

    Using previous parameters:
    • tenant_id: contoso.onmicrosoft.com ✓
    • user_principal_name: jane.smith@contoso.com
    • display_name: Jane Smith
    • password: [enter new password]
    • force_change_password: true ✓
    • usage_location: GB ✓

    ⚠️ User jane.smith@contoso.com already exists!

    Options:
    1. Use different email address
    2. Update existing user instead
    3. Cancel

You: 1

AI: What email address should I use?

You: jane.smith2@contoso.com

AI: ✅ Updated email address
    [Shows approval card with new email]

Modified Re-Run¶

Run again with changes:

Click: [Re-run with Changes]

AI: Starting workflow: M365 Create User

    Previous parameters (click to use):
    • display_name: Jane Smith [Use]
    • password: ●●●●●●●● [Change]
    • usage_location: GB [Use]

What would you like to change?

You: Use same display name and location, but new email: john.doe@contoso.com

AI: ✅ Parameters updated
    [Shows approval card]

Exporting History¶

Export workflow history for reporting and compliance:

Export Options¶

Export Single RunExport Multiple RunsScheduled Export (Coming Soon)

Click: [Export] on specific run

Formats:
• JSON - Raw data
• CSV - Spreadsheet-compatible
• Text - Plain text summary
• PDF - Formatted report (Coming Soon)

1. Apply filters (e.g., Last 30 days, Failed only)
2. Click: [Export Filtered Results]
3. Choose format
4. Download file

Planned feature - Setup automatic exports:
• Daily summary to email
• Weekly report to SharePoint
• Monthly compliance report to manager

Export Formats¶

PDF Report (Coming Soon)¶

Feature Coming Soon

PDF export with formatted reports is planned for a future release.

Planned Format:

══════════════════════════════════════════════════════
        Workflow Execution Report
══════════════════════════════════════════════════════

Run ID: #145
Workflow: M365 Create User
Status: Completed Successfully
Date: 2024-01-15 14:23:45
Duration: 4.2 seconds

Executed By: john.doe@yourcompany.com
Context: Ticket #12345, Contoso Ltd

Parameters:
  • user_principal_name: jane.smith@contoso.com
  • display_name: Jane Smith
  • usage_location: GB

Results:
  • User ID: 5c3102ee-ec2e-4885-8959-32d739cb90fd
  • Account Enabled: Yes
  • Password: [REDACTED]

Steps:
  1. Validate Parameters - Completed (0.2s)
  2. Create User - Completed (2.3s)
  3. Return Details - Completed (1.7s)

══════════════════════════════════════════════════════
Generated: 2024-01-15 15:00:00

CSV Export¶

RunID,Workflow,Status,Duration,Date,User,Ticket,Tenant,TargetUser
145,M365 Create User,Completed,4.2s,2024-01-15 14:23:45,john.doe@company.com,12345,Contoso,jane.smith@contoso.com
144,M365 Assign License,Completed,3.1s,2024-01-15 14:20:12,john.doe@company.com,12345,Contoso,jane.smith@contoso.com
143,M365 Reset Password,Failed,2.5s,2024-01-15 13:45:33,john.doe@company.com,12340,Contoso,john.old@contoso.com

JSON Export¶

{
  "run_id": 145,
  "workflow": "M365_CreateUser",
  "status": "Completed",
  "duration_seconds": 4.2,
  "started_at": "2024-01-15T14:23:45Z",
  "completed_at": "2024-01-15T14:23:49Z",
  "executed_by": "john.doe@yourcompany.com",
  "context": {
    "ticket_id": 12345,
    "company_id": 123,
    "company_name": "Contoso Ltd",
    "tenant_id": "ca735f40-c2de-4ec8-9b6f-c96fd3dee932"
  },
  "steps": [
    {
      "step_number": 1,
      "name": "Validate Parameters",
      "status": "Completed",
      "duration_seconds": 0.2
    },
    {
      "step_number": 2,
      "name": "Create User in M365",
      "status": "Completed",
      "duration_seconds": 2.3,
      "outputs": {
        "user_id": "5c3102ee-ec2e-4885-8959-32d739cb90fd",
        "user_principal_name": "jane.smith@contoso.com"
      }
    }
  ]
}

Common Use Cases¶

1. Troubleshooting Failed Workflows¶

Scenario: License assignment keeps failing

Steps:

Filter to: Status = Failed, Workflow = M365 Assign License
Sort by: Date (most recent first)
Review last 5 failures
Check error messages
Identify pattern (e.g., "No available licenses")
Take corrective action (purchase licenses)
Re-run failed workflows

2. Auditing User Changes¶

Scenario: Need to show what changes were made to a user

Steps:

Search for: User email address
Filter to: Date range (when changes occurred)
Review all workflows affecting that user
Export to PDF for documentation
Attach to ticket or compliance report

Example:

Search: jane.smith@contoso.com
Date: Jan 10-15, 2024

Workflows Found:
• Jan 10: M365 Create User (Created account)
• Jan 10: M365 Assign License (Assigned E3)
• Jan 11: M365 Add to Group (Added to Sales Team)
• Jan 12: M365 Add to Group (Added to Marketing)
• Jan 15: M365 Reset Password (Password reset)

Export → PDF → Attach to ticket #12345

3. Learning from Successful Patterns¶

Scenario: Want to optimize onboarding process

Steps:

Filter to: Workflow = M365 Complete Onboarding, Status = Success
Date range: Last 90 days
Sort by: Duration (fastest first)
Review top 10 fastest runs
Identify common patterns:
All parameters provided upfront
Used default group memberships
Ran during off-peak hours
Document as best practice
Share with team

4. Compliance Reporting¶

Scenario: Monthly audit report required

Steps:

Filter to: Date = Last month
Workflow types: User Management, License Management
Status: All
Export to CSV
Import into Excel/Google Sheets
Generate pivot tables:
Workflows by type
Success rate by workflow
Average duration
Users affected
Add charts and commentary
Submit to compliance team

Advanced Features¶

Workflow Comparison¶

Compare two similar workflows to spot differences:

Select two runs:
• Run #145 - M365 Create User (Success)
• Run #143 - M365 Create User (Failed)

Click: [Compare]

Differences Highlighted:
                Run #145        Run #143
Parameter:
  email         ✓ jane@con...   ✗ jane.smith (no domain)
  password      ✓ TempPass123!  ✓ Welcome!
  usage_loc     ✓ GB            ✗ (missing)

Result:
  Status        ✅ Success      ❌ Failed
  Error         -               Invalid usage location

💡 Insight: Run #143 failed due to missing usage_location parameter.

Cloning Workflows¶

Create a duplicate of an existing workflow for customization:

Workflow View - M365 Create User (Approved)

Click: [Clone]

Confirmation Modal:
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Clone Workflow

This will create a complete copy of the workflow:
• Workflow name will be: M365 Create User (Copy)
• All steps, parameters, tags, and connections
  will be duplicated
• The clone will start as Inactive with status
  Awaiting Review

Do you want to proceed?

[Clone Workflow] [Cancel]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Click: [Clone Workflow]

✅ Workflow cloned successfully!
   Opening in edit mode...

What Gets Cloned:

✅ Workflow name (with " (Copy)" suffix)
✅ Description
✅ All workflow steps (with new IDs)
✅ All parameters
✅ All tags
✅ All step connections
✅ All step configurations

What Doesn't Get Cloned:

❌ Execution history (starts fresh)
❌ Review status (resets to "Awaiting Review")
❌ Active status (starts as Inactive)
❌ Approval information

Common Use Cases:

Create Variations: Clone a working workflow to create tenant-specific or department-specific versions
Test Changes: Clone before making experimental modifications to preserve the original
Bulk Create: Clone a workflow and modify parameters for different scenarios
Learn Structure: Clone an approved workflow to study and customize for learning

Example:

You have: "M365 Standard User Creation"
You clone it to: "M365 Standard User Creation (Copy)"

Then customize:
• Rename to: "M365 Marketing User Creation"
• Modify Step 3: Add to "Marketing Team" group instead
• Add Step 4: Assign Power BI license
• Review and approve

Now you have two workflows:
1. Standard User Creation (general)
2. Marketing User Creation (specialized)

Automated Alerts¶

Set up alerts based on history patterns:

Alert Configuration:

Trigger: When workflow M365_AssignLicense fails
Condition: More than 3 failures in 1 hour
Action: Send notification to admin@company.com

Message:
  "License assignment failures detected.
   Check license inventory and review recent
   failures in workflow history."

[Save Alert]

Best Practices¶

✅ Do This¶

Regular Reviews:

✓ Review failed workflows weekly
✓ Check performance trends monthly
✓ Export compliance reports quarterly
✓ Archive old history after 1 year

Learning:

✓ Study successful workflows before re-running
✓ Compare failed vs successful to find patterns
✓ Share insights with team
✓ Document common failure solutions

Organization:

✓ Use clear naming for custom workflows
✓ Tag workflows with ticket numbers
✓ Add notes to complex executions
✓ Keep exports organized by month/type

❌ Avoid This¶

Common Mistakes:

✗ Ignoring failed workflow history
✗ Re-running without reviewing why it failed
✗ Not exporting data for compliance
✗ Deleting history prematurely
✗ Not learning from patterns

Keyboard Shortcuts¶

Shortcut	Action
`Ctrl + F`	Focus search box
`Ctrl + R`	Re-run selected workflow
`Ctrl + E`	Export selected workflow
`Space`	Expand/Collapse details
`↑` / `↓`	Navigate workflow list
`Enter`	View selected workflow details

Privacy and Data Retention¶

Data Stored¶

Workflow history includes:

✅ Stored: - Workflow name and version - Execution date/time - Status and duration - Step results - Context (tenant, ticket, company) - Executor (who ran it) - Input/output parameters

❌ NOT Stored: - Passwords (redacted as ●●●●) - Sensitive personal data - Email message contents - Private notes

Retention Policy¶

Default retention:

Data Type	Retention Period	After Expiry
Successful runs	90 days	Archived
Failed runs	180 days	Archived
Compliance exports	7 years	Permanent
Archived data	Indefinite	Searchable (slower)

Compliance

Workflow history supports compliance with GDPR, SOC 2, and ISO 27001 requirements.

Troubleshooting¶

Can't Find a Workflow¶

Problem: Recent workflow not appearing in history

Solutions: 1. Check filters - may be filtering it out 2. Try "All Workflows" filter 3. Search by ticket number or user 4. Refresh the page 5. Check if it's still running (⏳ Running filter)

Missing Step Details¶

Problem: Can't see step inputs/outputs

Solutions: 1. Ensure you have permission to view 2. Workflow may be older than retention period 3. Data may be archived (contact admin) 4. Try exporting - may include more detail

Export Fails¶

Problem: Export doesn't download or errors

Solutions: 1. Check popup blocker (PDF exports) 2. Reduce date range (too much data) 3. Try different format (CSV vs PDF) 4. Check disk space 5. Clear browser cache

Next Steps¶

Common Workflows - Learn specific workflows in detail
M365 User Management - Deep dive into user operations

History is Your Teacher

Workflow history isn't just for auditing - it's a learning tool. Review your history regularly to improve efficiency and avoid repeating mistakes!