Workflows allow you to save time by automating tasks such as syncing the organisation data from your accounting system and generating and delivering report bundles. In this article we cover what to check when your workflow fails so you can resolve the issue. 


For further information on workflows, please see Create an Automated Workflow, Edit Workflow Actions and Properties, and View Workflow Activity and History.


How will you know when a workflow has failed? You won't receive a notification it has failed, however if your workflow is meant to deliver automated reports and you don't receive the reports via email, this will be an indication the workflow may have failed.


With a workflow that simply syncs organisation accounting data, you may suspect it has failed when reviewing reports if the latest actuals are not appearing.


A quick way to check an organisation's last synced date is to go to My Workspace -> Settings. The last synced date will be shown to the right of the organisation name. Select other organisations via the drop-down in the orange bar across the top.



You can check if a workflow has failed by reviewing the workflow history, as explained in View Workflow Activity and History. There will be a Failed tag shown below the workflow name with the date the workflow failed.




Workflow was Successful

If the workflow ran successfully but you didn't receive the reports via email, this will likely be due to two reasons:

  1. The email has gone into your Junk folder - please review this folder and move the reports to your Inbox.

  2. Your mail server's spam filter is blocking emails from CalxaOnline@calxa.com - please ask your IT support to ensure you can receive emails from this address.


Workflow Failed

If the workflow failed, you can identify why it failed by running each step of the workflow manually in the same order as done in the workflow.

For example, with a workflow that syncs two accounting files then generates & delivers bundles for each, you would manually execute each of the steps in order, then take note of which step or steps fail (i.e. sync org 1, sync org 2, generate bundle(s) for org 1, generate bundle(s) for org 2, deliver bundle(s) for org 1, deliver bundle(s) for org 2).


After you discover the step(s) that failed, you will need to resolve the issue(s) before the workflow can again be run successfully.


What causes Workflow Steps to Fail?

  • When a workflow fails, it is most often because the integration to your accounting system has been disconnected. When this is the issue, you can resolve it by reconnecting to your accounting system.  

    To reconnect Calxa to your company file please refer to the instructions listed below:
  • A workflow step can also fail if a selected report bundle cannot run, though this is far less common.

    To test if this is the case, run the bundle manually from the Bundle screen. You will see a message like the one below when it fails.



    A bundle could fail for a number of reasons, such as:
    • A budget version used in the report criteria has been deleted. 
    • A business unit selected as part of a business unit list used in the report criteria has been deleted in your accounting system. 
    • An account tree used in the report criteria has been deleted.
    • An organisation selected in the report criteria has been deleted.
    • A custom KPI selected in the report criteria cannot be calculated.

      Note: One of the reasons noted above must exist in every report within the bundle to cause an entire bundle to fail. Otherwise, if any single report can be run the bundle will be generated with error messages at the top showing which reports couldn't be displayed.