Automation History

The Automation History tab is used as an audit to monitor the processes that have been run and check if there were any errors or warnings.

History is available from the following:

• For all Processes, from the History tab on the Automations dashboard, or by selecting Process History from the Automations Quick Access.
• For a specific Process, from Automations when the Process is being edited, from the History tab.
• For a specific Client, from the Client - Process History tab (refer to Client Processes and Process History).
• For a specific Job, from the Job - Process History tab (refer to Job Process History Tab).

The History tabs can only be seen by an FYI Admin, or a user in a User Group with Permissions enabled for Automations.

Viewing Automation History

Automation History for all Processes

1. From FYI, click the Automation menu option.
    
2. Click the History tab.
   

3. By default, the Process History tab will be filtered to show only processes with a Started date within the past 7 days. 

   To increase the date range, hover over the Started heading and click the Filter icon.

   

4. Use the fields to update the date range relative to the current date, or click Clear to remove the filter.

Automation History for a Specific Process

1. From FYI, click the Automation menu option.
    
2. Go to the Processes tab.
    
3. For the relevant Process, click the cog icon to edit the process.
    
4. Click the History tab.
   

Client Security is Enabled for a Client

If Client Security is enabled for a Client, all activity for that Client in the Automation History tab (for any Automation Processes or a Bulk Update via an Automation Process) is only visible for users who have access to that Client. Refer to Client Security.

Using the History Process Activity Drawer

Any errors will show the Status as "Error", in red.

1. In the History, click the Process Name to open the Process.
    
2. Click the Status next to an entry in the History tab to open the Process Activity drawer for the process. This shows the details of the process. This also shows the details of any errors. It includes the date and time that a step was completed, which is useful to check if you have a Delay step in a process.
   
3. In the Process Activity drawer, if the process has created an item, for example, a document or task, click the link to open what was created by the automation.
   
4. When an entry is selected in the History, a Toolbar will appear at the top of the screen. Depending on the processes selected, the Toolbar will display buttons for Retry, Run again and Activity Link functions.
   
   Retry will run the stopped process from where it was stopped. 
   
   Run again will re-run the whole process from the beginning. If any changes have been made, the process will be run using the updated configuration. Where the process was run, for example, for a specific client, this will rerun it for that client. 
   
   Activity Link can be used to copy a link to the History entry, for example, to send for support purposes.
    
5. Right-click on a Process to display the Toolbar as a pop-up menu. 
   Note: Right-clicking on the Client or Job includes an additional option to open the Client or Job Automation History in a new browser tab.
   

Using Process History

Process History Status

The Status column indicates whether the process was completed successfully or not.

Status	Details
Stopped	Displayed in grey with a square icon. The process has been stopped while running, and can be retried or run again.
Progress	Displays in grey with a minus icon in a circle. The process is currently in progress, and may have a Blocking Task preventing it from continuing.
Success	Displays in green with a tick icon. Each step in the automation process was run until the process was completed.
Error	Displayed in red, with a cross icon. There is an issue that requires attention, and is preventing the process from completing
Warning Exclamation Mark	Displayed as a yellow exclamation mark alongside the Status, and indicates that at least one step of the process contains a warning.

Processes In Progress

For processes with a status of In Progress, and that are not completed, click the item in the History to view more details.

This could be caused by:

• There may be there is a Task in the process with Blocking as "On". This means the Task needs to be set as "Completed" before the process can finish. 
  
  Note: If the Status of the blocking Task is set to "Rejected", the process will not proceed to the next step.  The process itself will stay in a "Progress" status. 
   
• There may be a Delay step that has been added to the Process to set a delay in a process of a number of hours, days, or weeks (refer to Delay in Process Step Details - Other Functions). 
   
• The Automation Process may not have been able to find the required job or document. In this case, users can choose to skip the step and continue, or select the relevant job or document to allow the process to resume.

Skip & Continue

When clicking on a process to view warnings for individual steps, the Skip & Continue option may be displayed in the Drawer.  to allow users to skip the step and continue running the automation process. 

The actions available to the user will depend on whether there are any steps still to be run that depend on the step with the error to be completed.  Users may need to manually create or select additional information before the process can continue.

To use Skip & Continue:

1. In Automation - Processes, display the History tab.
    
2. Select a process to view the Process Activity drawer.
    
3. Click Skip & Continue.
   

4. One of the following options will be displayed:
   
   - Select Continue to Next Step.
   - Select an option from a drop-down before clicking Save & Continue to Next Step. 

   Continue to Next Step

   This option is available when none of the remaining steps in the process depend on this step, and can continue successfully. 
   
   Please note this means that the step will be skipped entirely. Any actions that were meant to be processed will not be performed, and users will need to manually perform this action. 

   For example, if a Create Email step is skipped, users will need to manually create the relevant email.

   

   Select more information

   This option appears when a following step in the process depends on this step being completed. The user must provide additional information so the remaining steps can run successfully.

   In the example below, the Create Disbursement step uses the Merge Field {{ Step1JobName }} to insert the name of the job in the Disbursement Name. As the job cannot be found, the user is prompted to select a job from the drop-down. 

   

   If the step is a Create step (for example, creating an email, document, or task), the user may need to manually create the relevant item before continuing. Ensure the item is created as specified in the Details tab, then select the new item from the drop-down.

   In the example below, an email was not created as the client did not have an email address. The user must manually create the email as outlined in the Create Email step, including selecting the same template and attaching any relevant files.

   

5. Click Save & Continue to Next Step. 
    
6. The step will be marked as completed, and the process will resume from the next step.
   

Stopping a Process that is in Progress

From the Automation History tab, if needed, you can stop a process that is in Progress. This can also be used, for example, if the Process is in Progress due to a blocking Task or a Delay and needs to be stopped, or if you have made a mistake with what the filter has included or in a Template used in the Process.

If the Process is running for multiple clients, documents, jobs or tasks, these are displayed individually, so there may be more than one Process that you need to stop.

1. In Automation - Processes, display the History tab.
    
2. Select the process in the History tab.
    
3. Click Stop. 
   
4. The Status of the process displays as "Stopped".  
   
   When a process is "Stopped", you can still display the information for any of the steps and use the links to see any documents or Tasks that were created in the same way as above.

Note: If an Active Process is already running, setting its Status to "Draft" does not automatically Stop the Process. You will need to Stop the Process as described above.

Process with a Status of "Error"

When an entry with a Status of "Error" is selected in the History tab, the details of the error display in the drawer.

When an entry that has an error is selected in the list, the Retry and Activity Link button are enabled.

If the process has more than one step, it also displays the Run again button. Activity Link and Run again can be used as above.

Retry will re-run the failed step(s), and any steps that previously succeeded are not executed a second time.

View Process Warnings

Where a process contains a step with a warning, an exclamation mark will be displayed next to the Process Status in the list.

Click the Show all Executions with Warnings exclamation mark in the toolbar to filter by all processes that contain a warning.

Click on a process in the list to view detailed information on the warnings.

Activity

The Activity tab displays audit information about when the Process was created, all changes that were made to that Process and the user who made the changes.