Each time a workflow starts, Prospyr saves a record called a run. You can check its run history to see whether it started for a patient, which steps finished, and whether anything is waiting or failed. If a step failed, you can see why.
This article explains how to check workflows you’ve already created. To create a new workflow, see How to Create a Workflow.
Open a workflow’s run history
Run history shows what happened each time a workflow started.
Go to Settings → Data → Workflows.
Find the workflow you want to check. To search, type part of its name in Search by name..., such as Birthday.
Click the ⋯ button at the far right of that workflow’s row.
Select View runs.
The Workflow Runs page opens.
Tip: The Health column gives you a quick overview. It shows OK or a red badge, such as 3 FAILED, when runs had a step fail.
Shortcuts from the Workflows list
You can also open the same Workflow Runs page in one click:
Click the number in the Runs (30D) column (for example, 4).
Click the red FAILED badge in the Health column (for example, 3 FAILED).
Both shortcuts open the full list of runs. The FAILED badge doesn't filter the list, so look at the Steps column to find the runs with a failed step.
Open run history from the workflow editor
If you're already editing a workflow:
Click the ⋯ button at the top right, next to Save Workflow.
Click View runs. The Workflow Runs page opens.
To go back to the workflow, click ← Back to Workflow Editor.
Understand the run list
Each row is one run, with the newest at the top. The line above the table, such as Showing 4 of 4 runs, tells you how many runs match your current search and filters.
Status: the overall result of the run, such as SUCCEEDED or RUNNING.
Trigger Data: who or what started the run, shown as a shortened Patient ID (for example, Patient f56372fd...). Hover over it to see the full information, including the full Patient ID.
Steps: how many steps finished, such as 2/3 steps. Failed steps are added in red, such as 2/3 steps (1 failed). A run that's paused shows when it resumes.
Duration: how long the run took, such as less than 5 seconds.
Started: when the run started, such as 1 day ago. Hover over it to see the exact date and time.
Actions: Re-run (circular arrow) and View details (arrow). Both are explained below.
Always check the Steps column. A run can show SUCCEEDED and still include a failed step, like 2/3 steps (1 failed). SUCCEEDED also doesn't prove that a text or email reached the patient.
Find a specific run
Search the trigger information
Leave Search Type set to All Fields.
Click Search and enter something from the trigger information. For example, the birthday workflow's runs include the birthday date, so 2026-11-09 finds the one run for that date. If the box stops accepting text after the first character, click in it again to keep typing, or paste the whole value.
To see every run again, delete the text in Search.
Find every run for one patient
Hover over a run's Trigger Data to see the full Patient ID (the long value next to patientId).
Change Search Type to Patient ID. The search box changes to Search by Patient ID....
Enter the full Patient ID. A partial ID, like the shortened one shown in the table, finds nothing.
If you see No runs match your filters., the search boxes are hidden. Click Clear filters, then try again with the full ID.
Filter by status
Click the Status dropdown and choose a status: Succeeded, Failed, Running, Pending, Loop guarded or Hourly limit.
To show runs of every status again, choose All Statuses.
If you see No runs match your filters., click Clear filters. This resets the search, the search type and the status.
The Failed option shows runs whose overall status is failed. A run that shows SUCCEEDED with a failed step doesn't appear there, so check the Steps column too.
See what happened in a run
Click a run's row, or click the arrow (View details) under Actions.
Under the workflow's name, read the summary: the run's status, how many steps succeeded and failed (such as 2 succeeded, 1 failed of 3), when it started and how long it took.
Read the Execution Timeline. Each step shows its name, its type (such as Trigger, Action, Condition or Delay), its status, how long it took and when it ran. Some steps also show a short result, such as Activity logged.
Look for steps marked in red. A failed step shows an Error box that explains what went wrong. In the example, the Birthday text step failed with Failed to send SMS: Twilio SMS sender is not configured.
To see exactly what a step received and returned, click Details on that step. It expands to show Input and Output. (Patient information in Input is blurred in this recording.)
Scroll down to Run Details to see the exact Started and Ended times, the Duration and the Run ID. If you contact support about a run, include its Run ID.
To return to the list, scroll back up and click ← Back to workflow runs.
Other messages you might see
These appear only on some runs, so they aren't shown in the recordings:
Workflow exited early: the run stopped early because the workflow's exit condition was met.
Workflow failed: the whole run failed. Click the step name next to Failed at to jump to the step that failed.
Returned error: the step itself succeeded, but its result reports a problem. Open Details to read it.
Waiting for message quiet times (or Waiting · message quiet times in the Steps column): the run is holding a message until your quiet times are over, because of the workflow's quiet time settings.
Check a run that's still running
Choose Running in the Status dropdown to list only runs that haven't finished. The example below uses a lead follow-up workflow, New Lead Consultation Invitation.
Read the Steps column. A paused run shows Waiting · resumes with the date and time it continues. Hover over it to see how many steps are done so far, such as 1/1 steps completed so far.
Click the run to open it. Its status shows RUNNING with Live, and the step it's on shows RUNNING in the Execution Timeline. A run is often waiting on a Delay step.
Re-run a workflow
Re-run starts the whole workflow again from the beginning, using the same information that started the original run. It does not retry just the failed step.
This means the patient may receive the same texts or emails again. Other actions, such as adding a coupon, may also happen again.
Before you re-run:
Review the original run to see what already happened.
Check whether another run is still RUNNING for the same patient.
On a run’s page, clicking Re-run starts the workflow immediately. There is no confirmation step.
You can re-run from three places:
From a run’s page: Click Re-run at the top right.
From the run list: Click the circular arrow under Actions in that run’s row.
For several runs at once: Select the checkbox at the start of each run’s row, then click Re-run Selected in the bar that appears. To remove your selections, click Clear.
Example: This test workflow only adds an activity note. It does not send messages.
Clicking Re-run immediately adds the workflow to the queue to run again, without asking you to confirm. Prospyr shows Workflow re-triggered with the message The workflow has been queued to run again.
If a workflow hasn't run yet
If the Workflow Runs page says This workflow hasn't run yet., check that the workflow's trigger is fully set up and that the workflow is turned on (its Status switch on the Workflows list). See How to Set Up Workflow Triggers.
Good to know
SUCCEEDED doesn't mean every step worked. Check the Steps column and the Execution Timeline for failed steps.
Patient ID search needs the full ID. Hover over Trigger Data to see it.
A re-run can't be undone. It runs every step again and can send duplicate messages.
Run details can contain patient information. Don't share screenshots of Details outside your practice. When you contact support, share the Run ID instead.