A workflow run is a single execution of a published workflow.
When a workflow starts, Applaud creates a new workflow run. Each run has its own progress, status, data, and history. Multiple runs of the same workflow can execute at the same time without affecting each other.
For example, a published Time Off Request workflow might have hundreds of workflow runs, one for each employee request.
Workflow vs. workflow run
A workflow is the design. A workflow run is one instance of that design in action.
| Workflow | Workflow run |
| The published process definition. | A single execution of the workflow. |
| Designed and published by an administrator. | Created automatically when the workflow starts. |
| Can be updated and republished. | Keeps running even if a newer workflow version is published. |
| Shared by everyone. | Contains data and progress for one request or event. |
Every time a workflow starts, Applaud creates a new workflow run.
How workflow runs work
Each workflow run follows the actions defined in the published workflow.
As actions complete, the workflow run records the progress and stores any data produced during execution.
Workflow run statuses
A workflow run moves through different statuses during its lifetime.
| Status | Description |
| In Progress | The workflow is actively running. |
| Waiting on user | The workflow is waiting for an employee to respond. |
| Waiting | The workflow is waiting for a timer or external event. |
| Completed | The workflow finished successfully. |
| Failed | The workflow stopped because of an error. |
| Canceled | The workflow was canceled before completion. |
| Timed out | The workflow didn't complete within the allowed time. |
The current status helps administrators understand whether a workflow is progressing normally or requires attention.
What information a workflow run contains
Each workflow run records information about its execution, including:
- The workflow version that started the run
- The current status
- The actions that have completed
- Data collected during the workflow
- Conversation history with the employee
- Errors or warnings, if any
This information helps administrators understand how the workflow executed and investigate problems when they occur.
Monitoring workflow runs
You can open a workflow run to see how it executed.
Run mode displays:
- The current workflow status
- Which actions have completed
- The progress through the workflow
- Details for each action
- Conversation history, where applicable
Run mode is read-only. Viewing a workflow run doesn't change the workflow definition or affect the running workflow.
Workflow versions and workflow runs
Workflow runs always use the version of the workflow that was published when they started.
If you publish a new version while earlier runs are still active:
- Existing workflow runs continue using the version they started with.
- New workflow runs use the newly published version.
This ensures that in-progress work continues without interruption.