Workflow Troubleshooting

Common Issues and Solutions¶

Workflow Not Triggering¶

Symptoms: Your workflow doesn't run when you expect it to.

Possible Causes:

1. Workflow not activated: Ensure the workflow is set to "Active" not "Draft"
2. Trigger conditions not met: Verify the trigger matches your expected event
3. Field not monitored: For "Record is Updated" triggers, ensure the specific field is being watched
4. Permissions: Check you have permission to run workflows

Solutions:

• Verify workflow status in the workflow list
• Test with the specific action you expect to trigger it
• Review trigger configuration
• Contact your admin about permissions

Workflow Triggers Too Early (Empty Fields)¶

Symptoms: When manually creating a record in the UI, your workflow triggers before you've had time to fill in all the fields. The workflow runs with mostly empty field values.

Why this happens: Grovana saves everything in real-time — there's no separate "edit" vs "read" mode. When you create a record, it's saved immediately, triggering the "Record is created" event before you can fill in additional fields.

When "Record is created" works well:

• Records created via API calls (fields are populated in a single request)
• Records created via import
• Automated record creation from other workflows

Solution: For records created manually in the UI, use "Record is created or updated" as your trigger instead. This way:

• The workflow triggers after the user has finished filling in and saving the fields
• You get the complete data rather than empty values

Actions Failing¶

Symptoms: Workflow runs but some actions fail.

Possible Causes:

1. Missing data: Required fields are empty
2. Invalid references: Variables from previous steps don't exist
3. API errors: External services returning errors
4. Permission issues: Action requires permissions you don't have

Solutions:

• Check the workflow run details for error messages
• Verify all required fields have values
• Test API connections independently
• Review role permissions

Connected or custom action errors¶

Review the failed step and its error message in the workflow run. Confirm that the step received the expected records and field values. If the action uses an external connection or custom code, ask your administrator or implementation partner to review it. Share the workflow name, run time, and error message without including credentials.

Email Not Sending¶

Symptoms: Send Email action doesn't deliver emails.

Possible Causes:

1. No email account connected: Check Settings → Accounts
2. Invalid email address: Recipient email is malformed
3. Sending limits: Email provider rate limits reached
4. Spam filters: Emails being blocked

Solutions:

• Verify email account connection
• Validate recipient email addresses
• Check email provider limits
• Review email content for spam triggers

Debugging Workflows¶

Using Workflow Runs¶

1. Go to the workflow editor
2. Open the Runs panel
3. Find the failed run
4. Click to see step-by-step details
5. Review error messages and output data

Testing Individual Steps¶

1. For Code actions, use the Test button
2. For HTTP requests, test the endpoint separately
3. Create test records to trigger workflows
4. Use manual triggers for controlled testing

Common Debugging Patterns¶

Add logging: Use Code actions to log intermediate values for debugging.

Isolate steps: Test each step independently to identify failures.

Check data flow: Verify that each step receives the expected input data.

Best Practices to Avoid Issues¶

Before Activation¶

• Test thoroughly in draft mode
• Validate all API connections
• Review trigger conditions carefully
• Document expected behavior

During Development¶

• Use descriptive step names
• Add comments in Code actions
• Test with realistic data
• Plan for edge cases

After Activation¶

• Monitor initial runs closely
• Set up alerts for failures
• Review run history regularly
• Keep workflows simple when possible