Page: Workflow Instances
The Workflow Instances page shows the current state of all records being tracked by a workflow. Each row represents one record's position in the lifecycle defined by the workflow.
To open: From the Integration record, choose Workflow Instances from the action bar. Or from the Workflow Card, choose View Instances.
Workflow Instances List
| Column | Description |
|---|---|
| Integration Code | The integration this instance belongs to |
| Record ID | The Business Central record identifier being tracked |
| Current State | The state code the instance is currently in |
| State Description | The display name of the current state |
| In State Since | The date and time the instance entered the current state |
| Time in State | How long the instance has been in the current state |
| Last Trigger | The trigger type that caused the most recent transition |
| Last Transition | The code of the most recent transition that fired |
Filters
Use the filter bar to narrow instances by:
- Current State — find all records in a specific state
- Integration Code — view instances for a specific integration
- In State Since — find records that have been in a state since a specific date (useful for identifying stalled records approaching a timeout)
Actions
| Action | Description |
|---|---|
| Advance Workflow | For instances with available Manual transitions from the current state: opens a dialog to select and fire the transition |
| View History | Opens the Workflow Instance History page for the selected instance, showing every transition that has fired |
| Open Record | Opens the BC record associated with this instance |
| Reset to State | Moves the instance back to a specified state. Requires confirmation. Use with care — this does not reverse any actions that occurred during prior transitions |
| Delete Instance | Removes the workflow instance without firing any transitions. The record returns to untracked status. Use when a record should no longer participate in the workflow |
Workflow Instance History
The Workflow Instance History page is opened from View History and shows the full audit trail for a single instance.
| Column | Description |
|---|---|
| Timestamp | When the transition fired |
| From State | The state the instance was in before the transition |
| To State | The state the instance moved to |
| Transition Code | The transition that fired |
| Trigger Type | What caused the transition (Manual, On Import, On Webhook, etc.) |
| Triggered By | The user or Job Queue entry that triggered the transition |
| Notes | Optional notes recorded at the time of the transition (e.g., webhook payload excerpt, polling response value) |
The history is append-only and cannot be edited or deleted.
Advancing Workflow Manually
When an instance has one or more transitions with Trigger Type = Manual available from its current state:
- Select the instance on the Workflow Instances page
- Choose Advance Workflow
- A dialog lists all available manual transitions — select the desired transition
- Confirm — the instance moves to the To State of the selected transition and a history entry is created
If no manual transitions are available from the current state, the Advance Workflow action is disabled.