Use Workflow Database

What Workflow Database controls

Workflow Database is the operational management console at /workflow-database. It is for saved execution records and workflow communications, not for arranging nodes on the Flow Builder canvas.

The page currently contains eight tabs:

1. Dashboard
2. Instances
3. Tasks
4. Actions
5. Notifications
6. Steps
7. Communications
8. Reminders

There is no separate Templates tab. Workflow Templates appears as a Dashboard card and returns you to Workflow Management, where workflow designs are created and edited.

Open Workflow Database

1. Open Applications → Flow Builder.
2. Select Workflow Database in the Workflow Management header.

You can also open /workflow-database directly. Select Back to return to the previous browser location.

The route uses the same Flow Builder access gate as Workflow Management. Because several tabs can change or permanently delete operational records, organisations should grant this access only to trusted operators.

Check the connection state

Workflow Database checks the Workflow API when it opens.

• While checking, Dashboard counts show loading states.
• When online, the tables and management actions load normally. The current page does not keep a permanent green “API online” banner on screen.
• When offline, a red message says that record counts and management actions are unavailable. Select Retry after the server connection is restored.
• If only some counts fail, a warning appears while the rest of the console remains available.

Use the Dashboard

The default Dashboard tab is an Overview of the available record sets. Select a card to open its corresponding tab.

Record counts are loaded for Instances, Tasks, Actions, Notifications, Steps, and Reminders. Communication Templates does not show a Database record count on this Dashboard.

Common table controls

Most record tabs use a data grid. Depending on the tab, you can:

• change the page size between 10, 25, 50, and 100 rows;
• move through server-loaded pages;
• sort supported columns;
• use the grid toolbar for quick filtering and other available table controls;
• select rows where checkboxes are enabled;
• open row actions from the Actions column.

The filters above a table and the quick filter inside the grid are separate. Clear both when a record seems to be missing.

Instances

Workflow Instances contains the saved execution records for workflows.

Find an instance

Use Search, Status, and Workflow Name, then select Clear Filters when finished. Available statuses are:

• pending;
• running;
• completed;
• failed;
• cancelled;
• suspended;
• scheduled.

The table includes ID, Instance ID, Workflow Name, a Workflow data summary, Status, Created By, Created, Updated, and Actions.

Instance actions

Use Create Instance only for an intentional operational record. It requires an Instance ID, Workflow Name, workflow JSON, Status, and creator information. New Workflow opens Flow Builder to create a design instead.

Checkbox selection enables Delete Selected (N). Bulk deletion warns that related tasks, notifications, steps, metrics, action history, configuration, and template references can also be removed. Running or scheduled selections are stopped first. Verify every selected Instance ID before confirming.

Tasks

Workflow Tasks shows task records across workflows and assignees.

Use Search, Status, Task Type, and Assignee Email, then select Apply Filters. Clear Filters removes those values.

The table shows Task Title, Type, Assignee, Workflow Name, Instance ID, Priority, Status, Created, Due Date, Completed, Quick Actions, and Actions. Priorities are low, medium, high, and urgent.

Task actions

• Open Task Portal opens the task's portal URL in a new tab when one exists.
• Coloured Quick Actions open the action URL configured by the workflow, such as an approval or rejection page.
• Start moves a pending task to in progress.
• Complete and Cancel are available for an in-progress task.
• View shows the complete stored task data.
• Edit changes editable task fields.
• Delete asks for confirmation and currently changes the task status to cancelled; it does not call a permanent task-record deletion operation.
• Create Task creates a task record manually.

Retry Task is destructive. It can delete previous action history and execution-step records, reset approval rows, return the task to pending, and send a new notification. It is blocked when the parent workflow is already completed, failed, or cancelled. Read the confirmation and retry only when restarting that task is the intended repair.

Actions

Actions Management contains user and system action records, including create, update, delete, approve, reject, complete, and assign.

Summary cards show Total Actions, Recent (24h), Approvals, and Rejections. Total Actions uses the server total; the other breakdowns are calculated from the currently loaded result page.

Filter by Action Type, User Email, or Instance ID. The table includes the action type, user, workflow, Instance ID, Node ID, timestamp, IP address, comments, and row actions.

This tab is not read-only in the current product:

• Add Action creates an operational action record.
• View opens the complete record and result data.
• Edit changes the stored result and comments.
• Delete permanently removes the action record.

Deleting an action removes audit evidence. Confirm the business and compliance requirement before changing or deleting anything in this tab.

Notifications

Notifications Management tracks email, SMS, push, and webhook notification records.

Summary cards show Total Notifications, Sent, and Failed. Total uses the server total; the status breakdown is calculated from the loaded rows.

Filter by Type, Status, Recipient, or Instance ID. Status options include pending, sent, failed, and delivered.

The table shows Type, Title, Recipient, Name, Status, Workflow Name, Instance ID, delivery Attempts, Created, Sent At, and Actions. Select View to inspect message text, delivery timing, attempts, additional data, and any error.

Add Notification creates a notification record with its target, type, title, message, and optional JSON data. The Edit dialog keeps the original routing and content fields locked and is intended for the editable tracking data, including status or error information carried in the JSON data. Delete permanently removes the notification record; it does not retract a message that was already delivered.

Steps

Execution Steps Management shows how individual nodes ran inside workflow instances.

The table includes Instance ID, Workflow Name, Node ID, Node Type, Node Label, Step Order, Status, Retries, Started At, Completed At, and Actions.

• View displays input data, output data, timing, retry count, and the error message.
• Edit updates the stored step fields.
• Add Step creates an execution-step record manually.
• Refresh reloads the table.

There is currently no Delete action for an individual step in this tab. Use the grid quick filter to locate a workflow, instance, or node value.

Communications

Communication Templates manages reusable workflow communication content.

This is the complete template manager in the current interface; there is no separate Communication page in the main navigation. Its four summary cards show Total Templates, Active Templates, Draft Templates, and Total Usage. Use Search templates or expand Filters to narrow the table by Type, Category, or Status.

The table shows Template, Category, Status, Priority, Times Used, Last Updated, and Actions. Its selectable checkboxes are standard grid selection; the current page does not provide a bulk action toolbar. The visible row actions depend on the template state and your authority:

Create or edit a communication template

1. Select Create Template, or select Edit on an existing row.
2. In Basic Information, enter Template Title, choose Template Type, Category, and Priority, decide whether it is a Public Template, and add an optional description.
3. In Content, enter the subject where the selected type supports it and complete Template Content. Email content supports HTML. Use Preview before saving.
4. In Variables, select Add Variable for each reusable value. Enter its name, choose Text, Number, Date, or Yes/No, decide whether it is Required, and add a description. Reference it in content using {{variable_name}}.
5. Add comma-separated Tags when useful, then select Create Template or Update Template.

The current manager offers seven template types: Email, SMS, In-App Notification, Push Notification, Slack Message, Microsoft Teams, and Webhook. Categories currently include Workflow Notifications, User Onboarding, System Alerts, Marketing, Transactional, Approval Requests, Status Updates, Reminders, Reports, and Custom. Lifecycle states include Draft, Pending Approval, Approved, Active, Inactive, and Archived; priorities are Low, Medium, High, and Urgent.

Editing a template that is no longer a draft creates a new draft version and requires it to pass through approval again. Existing Workflow nodes keep the content they already saved until a designer deliberately reapplies the newer template. The current manager does not provide a version-history browser, bulk-action toolbar, or deep delivery-analytics view; Times Used and Total Usage are its visible usage indicators.

Email templates can also be created and applied while configuring an Email node. See Reuse Email Templates in Flow Builder.

Reminders

Reminder Scheduler manages date-based email reminders.

The summary shows Total plus Pending, Sent, Cancelled, and Failed values for the currently loaded rows. Times are displayed in Cairo time.

Filter by Workflow, Status, Email, or Search. The table includes Workflow, Row ID, Offset, Scheduled Time, Email, Status, Sent At, Retries, Error, and Actions.

• View shows the complete reminder record.
• Edit changes Scheduled Date/Time and Email, and appears only for a pending reminder.
• Cancel changes a pending reminder to cancelled after confirmation.
• Delete permanently removes the reminder record.
• Refresh reloads the list.

Cancelling keeps the record and its cancelled status. Deleting removes the record, so choose Cancel when the history should remain visible.

Safety guidance

• Start with View and filters before using Edit, Retry, Cancel, Stop, or Delete.
• Match the Workflow Name and Instance ID, not the display name alone.
• Do not create operational records manually unless you understand the workflow engine data they must reference.
• Treat Actions as editable operational data, not as an immutable audit log in the current interface.
• Export or record required evidence through your approved process before permanent deletion.
• After a successful change, refresh the affected tab and confirm the expected status.

Troubleshooting