Run and Monitor a Workflow
Before running
Confirm that:
- the workflow is saved;
- the Start node is configured;
- every required node and outcome is connected;
- recipients, assignees, credentials, variables, and document locations are valid;
- the workflow is Active.
Saving stores the design. It does not itself create an instance.
Trigger Manually
A manual workflow can start from its published manual form. Open its Share link or its workflow form in the correct Applications location, complete required fields, and submit.
An authorised designer can also use Run Workflow in Flow Builder. The workflow must be saved, and any required manual-start information must be provided through the current form/run experience.
On Webhook Call
The external integration sends a request to the exact endpoint displayed in Start properties. Use the configured authentication and expected request content. After a controlled test, open All Instances and confirm that one new instance—not a duplicate set—was created.
Schedule Trigger
No person starts a scheduled run. Save the trigger timing and execution controls, set the workflow Active, and check All Instances after the first expected execution time. Confirm the timezone when an instance appears early or late.
On Email Received
Start the saved email subscription, confirm it shows Running, then send a message that matches the configured mailbox, sender, subject, attachment, filter, organization, schedule, and rate-limit rules. A matching message creates the instance; a mid-workflow Email Trigger releases the waiting step instead.
Appsmith Integration (HTTP)
Use the connected App Builder page action configured from the Start panel. Submit a controlled page action, then verify the resulting instance. The current user-visible trigger label is Appsmith Integration (HTTP).
Monitor the result
- Open Applications → Workflow → All Instances.
- Select the new instance.
- Read Workflow Status, Process Status, approval steps, current task, timeline, and files.
- If action is assigned to you, use Open task action or My Tasks.
Troubleshooting
| Symptom | Check |
|---|---|
| Run control is unavailable | Edit/View mode, saved state, Start configuration, Active state, and access. |
| No instance appears | Trigger-specific subscription/endpoint/schedule/form settings and correct Application scope. |
| Two instances appear | Avoid double submission and check retry behavior in the calling integration. |
| Instance stops at a Task | Open My Tasks as the assigned user and review the task action. |
| Instance fails at a node | Open its Workflow Detail View and then review configuration or Workflow Database records. |