> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow automation

> Automation workflows, stored credentials, shared variables, and run history.

Workflow automation lets your agency run repeatable processes without someone triggering each step by
hand.

<Note>
  Workflow automation is listed as a **Professional** plan feature. If these tabs are empty or absent,
  check your plan on the [Subscription](/account/subscription) page.
</Note>

## Workflows

Automation workflow definitions with triggers, step counts, and execution status.

**Columns:** Name · Trigger · Status · Version · Last Run · Runs

| Field        | What it tells you              |
| ------------ | ------------------------------ |
| **Trigger**  | What starts the workflow       |
| **Status**   | Whether it is active           |
| **Version**  | Which revision is current      |
| **Last Run** | When it last executed          |
| **Runs**     | How many times it has executed |

<Tip>
  **Last Run** is the fastest health check. An active workflow that has not run when you expect it to
  has a trigger problem, not a step problem.
</Tip>

## Credentials

Stored credentials for automation integrations (tokens, API keys).

**Columns:** Name · Service · Type · Created

<Warning>
  These are secrets. Only staff who administer automation should have access to this tab. Rotate
  credentials when someone with access leaves, and never share them outside OfficeRidge.
</Warning>

**Created** is worth reviewing — a credential created years ago and never rotated is a standing risk.

## Variables

Shared variables and environment values used across automation workflows.

**Columns:** Key · Scope · Updated

**Scope** determines which workflows can read the variable. Use variables for values that appear in
several workflows so you change them in one place.

## Executions

Automation workflow execution history with duration, status, and error tracking.

**Columns:** Workflow · Trigger · Status · Started · Duration (ms) · Retries

**Retries** is the field that reveals instability. A workflow that succeeds only after retries is
failing intermittently and will eventually fail outright.

## Runs

Automation job run records with processing counts and error logs.

**Columns:** Automation · Trigger · Status · Started · Processed · Affected · Duration (ms)

| Field         | What it shows               |
| ------------- | --------------------------- |
| **Processed** | Records the run examined    |
| **Affected**  | Records it actually changed |

A run that processed many records but affected none either had nothing to do or is not matching what
you expect.

## Diagnosing a workflow that is not working

<Steps>
  <Step title="Check the workflow status">
    An inactive workflow does not run regardless of its trigger.
  </Step>

  <Step title="Check Last Run">
    If it is older than expected, the trigger is not firing.
  </Step>

  <Step title="Review recent executions">
    Look at status, duration, and especially **Retries**.
  </Step>

  <Step title="Check the run detail">
    Compare **Processed** against **Affected** to see whether it matched anything.
  </Step>

  <Step title="Verify credentials and variables">
    An expired credential or a changed variable breaks a previously working workflow.
  </Step>
</Steps>

## Before you change a workflow

<Steps>
  <Step title="Note the current version">
    So you know what to return to.
  </Step>

  <Step title="Understand what it currently affects">
    Check recent runs for **Affected** counts.
  </Step>

  <Step title="Make the change">
    The version increments.
  </Step>

  <Step title="Watch the next execution">
    Confirm status, retries, and affected counts look as expected.
  </Step>
</Steps>

<Warning>
  Automation changes records in bulk. A workflow that affects the wrong records affects many of them
  before anyone notices. Review the **Affected** count after the first run following any change.
</Warning>

## Troubleshooting

| Problem                                 | What to check                                                                                    |
| --------------------------------------- | ------------------------------------------------------------------------------------------------ |
| A workflow has not run                  | Check status is active and **Last Run** against the expected cadence.                            |
| Executions show repeated retries        | The workflow is failing intermittently. Check the error detail.                                  |
| Processed is high but Affected is zero  | The workflow is not matching the records you expect.                                             |
| A previously working workflow now fails | Check whether a stored credential expired or a variable changed.                                 |
| These tabs are empty                    | Workflow automation is a Professional plan feature. Check [Subscription](/account/subscription). |

## Related

<CardGroup cols={2}>
  <Card title="Integrations" icon="plug" href="/account/integrations">
    Webhooks and external connectors.
  </Card>

  <Card title="Task Manager" icon="list-checks" href="/tasks">
    Recurring task rules.
  </Card>
</CardGroup>