Automation Reports
The Automation Reports in Zoho ERP shows how workflow automations are scheduled, triggered and executed within the system.
Scheduled Date Based Workflow Rules
Date-based workflow rules trigger actions, such as email alerts, on a specific fixed date. The Scheduled Date Based Workflow Rules report shows all date-based workflows that are scheduled to run in the future. By reviewing this report, you can confirm whether the workflows are correctly configured, scheduled at the right time, and still relevant. This helps you prevent incorrect or unnecessary automations from running and allows you to make changes before execution.
You can filter this report using:
- Date Range
- Entity (such as Quotes or Bills)
- Workflow Rule
- Transaction number
Scenario:
Manish, a finance administrator at Zylker reviews the Scheduled Date Based Workflow Rules report and notices that an automated payment reminder is scheduled to be sent to a customer who has just contacted the team and resolved their payment issue. Using the report, he removes the upcoming scheduled action to prevent the customer from receiving an unnecessary reminder, ensuring a better customer experience.
Here’s how you can view the Scheduled Date Based Workflow Rules report:
- Navigate to Reports on the left sidebar.
- Select Automation under Report Category and click Scheduled Date Based Workflow Rules.
Now, let us take a look at the different sections that this report contains:
| Section | Description |
|---|---|
| Execution Date | The date on which the workflow is scheduled to run. |
| Time | The time on which the workflow is scheduled to run. |
| Workflow | The workflow rule that is scheduled to be executed. |
| Record Name | The details of the transaction to which the workflow rule applies. |
Scheduled Time Based Workflow Actions
A time-based workflow action triggers actions based on the defined time interval. The Scheduled Time Based Workflow Actions report provides visibility into these upcoming actions, allowing users to review when they are set to run and to ensure that time-based automations execute accurately and appropriately.
Scenario:
Zylker, an online streaming platform offers a 14-day free trial and uses a time-based workflow in Zoho ERP to send onboarding and reminder emails at specific intervals after signup. When a trial user upgrades to a paid plan on Day 3, Patricia, the admin checks the Scheduled Time-Based Workflow Actions report and finds upcoming trial related emails still queued for that customer. Using the report, she removes those scheduled actions to prevent irrelevant messages, ensuring that communications remain timely and appropriate to the customer’s status.
Here’s how you can view the Scheduled Time Based Workflow Actions report:
- Navigate to Reports on the left sidebar.
- Select Automation under Report Category and click Scheduled Time Based Workflow Actions.
Now, let us take a look at the different sections that this report contains:
| Section | Description |
|---|---|
| Execution Date | The date on which the workflow action is scheduled to run. |
| Time | The time on which the workflow action is scheduled to run. |
| Action Type | The type of workflow action associated with the workflow rule like E-mail Alerts or In-app Notifications. |
| Action Name | The name of the workflow action. |
| Workflow | The workflow rule that is scheduled to be executed. |
| Record Name | The details of the transaction to which the workflow rule applies. |
Workflow Execution Logs
The Workflow Execution Logs report provides a detailed history of workflow actions that have already run, along with actions that are scheduled to run. This report helps you track execution outcomes, understand how workflows were processed, and monitor automation activity.
You can filter this report using:
- Date Range
- Entity (such as Quotes or Bills)
- Workflow Rule
- Event Type (Created, Edited, Deleted, System)
- Execution Status
- User who triggered the workflow
Scenario:
Manish, the owner of Zylker sets up a date-based workflow in Zoho ERP to notify all active customers about a planned price increase. After the workflow runs, the team uses the Workflow Execution Logs report to verify that the automation was triggered as scheduled and to confirm that the workflow applied only to active customers. The execution timestamps and record count provide documented proof that the notification was sent on time, helping the business meet compliance.
Here’s how you can view the Workflow Execution Logs report:
- Navigate to Reports on the left sidebar.
- Select Automation under Report Category and click Workflow Execution Logs.
Now, let us take a look at the different sections that this report contains:
| Section | Description |
|---|---|
| Time | The time when the workflow action was triggered. |
| Workflow | The workflow rule details. |
| Record Name | The details of the transaction to which the workflow rule applies. |
| Triggered By | The name of the user who triggered the workflow action. |
| Event Type | The event type that triggered the workflow action like creating an invoice or editing a quote. |
| Workflow Triggered | Whether the workflow was triggered or not. |
| Execution Status | The status of the workflow - whether it was Executed, Skipped or Scheduled to be run. |
To gain more insight into how a workflow was executed, hover over the relevant workflow and click View Details. This displays the complete workflow lifecycle, showing when it was triggered and the sequence of actions that followed.