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EMS Setup - Workflows - Error Flagged Workflows

Purpose Statement

This article guides administrators through identifying and resolving flagged workflows in the EMS module. When workflows become broken or incomplete—typically due to field customization changes or issues during account copying—they trigger red validation alerts that require administrator review and confirmation. The validation system ensures workflows remain functional and aligned with current field configurations, preventing silent failures that could impact operational efficiency and data accuracy.

Background Information

Workflows can become flagged (marked with red validation alerts) for two primary reasons:
  1. Copy-related issues: Workflows may break when copied to a client account if dependencies or field configurations don't match between environments
  2. Field customization conflicts: Deactivating values in Field Customization can break workflows that depend on those values—the workflow structure remains, but it no longer functions as originally intended because triggering values are unavailable
Important Context: Flagged workflows don't necessarily require correction. They simply need administrator review to verify that available values align with expectations and the workflows still function as intended. This validation system helps catch situations where field customization changes have inadvertently disrupted existing workflow functionality.
The red numeric indicator in the Workflows setup provides a count of flagged workflows requiring attention, making it easy to identify when action is needed.

Required Permissions

To resolve flagged workflows, users need:
Setup/Configuration Permissions:
  • EMS Setup - Manage:  Allow
  • EMS Setup - Manage Field Customization:  Allow
Note: Standard field users cannot access workflow configuration—this is an administrative function requiring elevated permissions.

Video

Step-by-Step Guide

1. Navigate to the Workflows setup area
  • Go to EMS Setup found within Incident Documentation
  • Notice the red numeric value displayed within the Workflows option—this number indicates how many workflows are flagged
  • Select Workflows to access the workflow management interface
 
Navigate to EMS Setup and notice the red numeric value within Workflows.
 
 
 
2. Filter to view all flagged workflows
  • Locate the All button at the bottom right of the workflows page
  • Select the All button to display all workflows, including those with validation issues
  • Flagged workflows will be clearly marked with visual indicators
 
Now lets find the flagged workflows by selecting the All button located at the bottom right of the page.
 
 
 
3. Access the flagged workflow for editing
  • Identify workflows marked with validation flags in the workflow list
  • Select the pencil icon in the Actions column next to the flagged workflow
  • The workflow editor will open, displaying the workflow configuration
 
Edit the flagged workflow by selecting on the pencil icon in the Actions column.
 
 
 
4. Review the validation error
  • Within the workflow editor, locate the red exclamation mark indicator
  • This exclamation mark highlights where the validation issue exists within the workflow
  • Select the exclamation mark to view detailed information about why the workflow was flagged
 
Select on the flagged workflow and notice the red exclamation.
 
 
 
5. Verify workflow functionality
  • Review the error message displayed when you select the exclamation mark
  • Common issues include:
    • Deactivated field values that the workflow depends on
    • Missing field configurations from the source account
    • Incomplete conditional logic due to unavailable options
  • Determine if the workflow is still functioning as expected:
    • If functioning correctly: Proceed to re-save without changes
    • If not functioning correctly: Update the workflow configuration to resolve the issue (modify conditions, select available values, or rebuild logic as needed)
 
Selecting on the exclamation will indicate the reason the workflow may have become broken.
 
 
 
6. Re-save the workflow
  • After verifying or correcting the workflow, select the Save button
  • This action confirms you've reviewed the workflow and validates its current configuration
  • Even if no changes were made, re-saving clears the validation flag and confirms the workflow is intentional
 
Now re-save the workflow by selecting Save.
 
 
 
7. Verify resolution
  • Return to the workflow list
  • Confirm the workflow is no longer flagged with a red indicator
  • Check the red numeric value in EMS Setup > Workflows—it should decrease by one for each resolved workflow
  • If multiple workflows were flagged, repeat steps 3-6 for each remaining flagged workflow until all are resolved
 
Once completed you'll notice the workflow is no longer flagged.

Best Practices

Review flagged workflows promptly:
  • Address validation alerts as soon as they appear to prevent confusion about workflow status
Test after resolution:
  • After re-saving flagged workflows, consider testing them to verify they trigger as expected
  • Create test scenarios that match workflow conditions to confirm functionality
Coordinate with field customization changes:
  • Before deactivating values in Field Customization, check if any workflows depend on those values
Don't over-correct:
  • Remember that flagged workflows don't always need modification—review and re-save is often sufficient
  • Only make changes if the workflow is actually broken or misaligned with current needs
Avoid common mistakes:
  • Don't ignore flagged workflows—they indicate potential issues that need review
  • Don't delete flagged workflows without investigation—they may still be serving important functions
  • Don't assume all flagged workflows are broken—many just need confirmation through re-saving

Troubleshooting & FAQs

Q: Why did my workflow become flagged even though nothing changed?
  • A: Workflows can become flagged after system updates, account copies, or when field customization values are deactivated by other administrators. The flag indicates the system detected a potential issue that requires review, not necessarily that the workflow is broken.
Q: What if I can't remember what the workflow was supposed to do?
  • A: Review the workflow name, conditions, and actions to understand its purpose. Check if similar workflows exist that might provide context. If needed, consult with other administrators or the team member who originally created the workflow.
Q: The workflow error mentions a deactivated value—should I reactivate it?
  • A: First determine if the value was deactivated intentionally. If it was deactivated by mistake or is still needed, reactivate it in Field Customization. If the deactivation was intentional, update the workflow to use available values or disable the workflow if it's no longer needed.
Q: Can I bulk-resolve multiple flagged workflows at once?
  • A: Currently, each flagged workflow must be individually reviewed and re-saved. This ensures administrators verify each workflow's functionality rather than blanket-approving potentially broken configurations.
Q: Will flagged workflows still run while they're flagged?
  • A: Workflows may continue to run if the underlying configuration is still valid, but if the flag is due to missing field values or broken logic, they won't trigger or function correctly. This is why prompt review is important.
Q: How can I prevent workflows from becoming flagged in the future?
  • A: Coordinate field customization changes with workflow administrators, document workflow dependencies, and thoroughly test workflows after copying accounts or making significant field configuration changes.