Configuring workflow rules makes it easier to manage sales, marketing or support related activities by automating the entire process. While configuring workflows, you define a specific set of conditions based on which either a rule is applied or its not applied on the records. Most certainly, before configuring a rule you will have a vague idea about the number of records that can satisfy the criteria you have mentioned. But in order to get concrete insight on the rule's performance, you should know the number of records that pass through each of these configuration levels to decide if the execution criteria works effectively.
The workflow usage report is designed to give you record counts at each configuration stage in a workflow rule. For example, you can view the number of records that qualify a particular trigger, the total number of records that satisfy a given condition, record count for an instant or scheduled actions.
Consider that you have configured a rule to 'send email' to all the prospects who have recently attended a conference. The rule is triggered and the emails are sent but you have no idea about the number of emails that were sent , whether any emails bounced, etc. With workflow reports you can see the exact number of emails that were sent, unsent, bounced, unopened, clicked, etc. For the emails that were bounced, you can also click on them to find which record it belongs to and retry sending to an alternate email address or rectify the existing one before sending.
Retry failed Actions
Workflow reports categorize the success and failure rate of the actions that are performed. While the success rate implies that the action is executed without any issues, the failure rate indicates the inability to execute the action. An action can fail due to reasons like
incorrect email address, exceeding the email limit for the day, or any functionality glitch in the webhook or custom functions, etc . These failure insights are displayed along with the reason for failure and details of the associated record. With the failure list view, you can see which actions have failed and the reason for their failure. This helps to fix the error and then retry the actions for all records or an individual record.
Before proceeding with the retry action, you will be prompted to choose 2 determinants -
Retry Action with and
Perform workflow condition check before retrying.
- Retry Action with - to determine which data to consider before running retry action.
- Field Values from previous try - This option is helpful if you want to retry the failed actions with the old field values. For example, if the reason for failure is because of connection issue or exhaustion of email limit for the day, then a simple retry later with old data will be sufficing.
- Current field value - This option is helpful if you want to retry failed actions with the updated field values. For example, if the email address is incorrect, you can fix it and select the current field value option, to retry using the updated value.
- Perform workflow condition check before retrying - to choose if you want to run the workflow condition again before retrying the failed actions or not.
In scenarios where you do not want to retry the action(s) or curb other users with workflow permission from retrying the action, you can choose to exclude the action from retrying. When you choose to exclude, you will be prompted by a mandatory field to provide the reason for exclusion, thus helping other users to understand the reason for excluding an action from retry. For example, you can exclude the failed actions of an old campaign from retrying. If you want the excluded records to be included again, you can choose to include the actions again to retry. For example, if you have excluded a failed action by mistake, you can include it again to retry.