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Managing workflow instance lists and understanding export formats
Who is this article for?Users working with Workflow reports and instance data.
Workflow and Reporting access is required.
When managing a large number of workflow instances — for example, after a bulk import — you may need to share a list of instances with your team so they can find and update the right records.
Generating and sharing a report that includes Instance IDs
The most practical way to share workflow instance data with your team is to export it from Advanced Search and distribute the file. Recipients can use the Instance ID in the export to locate and open the correct record in the system.
To generate and share an instance report:
- Go to Administration in the Navigation Menu.
- Select Workflows.
- Open Advanced Search.
- Apply filters to narrow down the instances you want to share — for example, filtering by Initiator or by the step the instances are currently on.
- In the results grid, click Export to XLSX or Export to CSV.
- Share the exported file with your team.
Recipients can use the ID column to identify the correct instance and click the ID in the system grid to open it directly.
Note: Recipients can only open instances they have view or edit security access to. Sharing the export file does not grant them system access to instances they could not otherwise see.
Tip: Include the ID field in any workflow report you build. This gives you a consistent master identifier that works across both the Advanced Search export and any multi-sheet report exports.
Understanding multi-sheet exports
If your workflow report includes Subform fields, the export will contain multiple sheets rather than a single one. This is expected behaviour — the system splits Subform data across tabs to keep it structured and usable. It is not possible to consolidate all Subform data for a single workflow instance into one sheet.
| Sheet | What it contains |
|---|---|
| Sheet 1 | All data merged into single cells, with Subform rows prefixed as "Row: 1", "Row: 2", and so on |
| Sheet 2 | One column per Subform field, with additional tabs for each Subform field's individual rows |
| Sheet 3 onwards (one per Subform field) | Each Subform field's rows split into their own tab, with a column identifying which workflow instance each row belongs to |
To match a Subform row back to its workflow instance, use the first column in each Subform tab — this identifies the instance the row belongs to. If you have included the ID field in your report, you can use that as the consistent identifier across all sheets.
Example: Your workflow report includes a Subform for recording corrective actions. The export produces three sheets: a merged summary sheet, a sheet with one column per Subform field, and a dedicated Subform sheet with one row per corrective action entry. The first column of the Subform sheet shows the workflow instance each action belongs to, allowing you to match rows back to the correct record.
Adding or removing a collaborator and the effect on existing instances
Collaborators are optional users added to a workflow step who can fill in fields at that step but cannot route the workflow forward to the next step. Collaborators are configured at the workflow definition level.
What changes when you add or remove a collaborator
| Action | Effect on existing instances | Effect on new instances |
|---|---|---|
| Add a collaborator to the definition | The new collaborator can edit fields on existing instances at steps where they are configured, subject to their access permissions | The new collaborator is available at the relevant step from the point of creation |
| Remove a collaborator from the definition | Existing instance field values are not changed; the removed collaborator loses the ability to edit at that step going forward | The collaborator is no longer available at that step |
Important: Adding a collaborator to the definition does not automatically grant them access to all instances. The instance must be currently on a step where they are configured as a collaborator, and they must have view access to the instance to find and open it. Collaborators can edit fields at their step but cannot route the workflow forward.