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Kucster
Level: Power Up

Email about errors in SharePoint Workflow History

We are using SharePoint online and I've built a few Workflows. On occasion, they seem to have an issue that needs to be addressed. The only way that I know about the error is a user tells me or I investigate the Workflow History. As errors only happen rarely normally a user tells me something is wrong.

I was wondering if there was a way to set up a Flow to monitor when a new item was created in the Workflow History history, look for "error" in the Description column and email me when that happens.

When I got to make the Flow, the Workflow History list does not come up when I point it at the site, when a manually add it I can not access any of the columns via the Dynamics menu.

Any help would be greatly appreciated, I image there are quite a few SharePoint admins that could use this as well.

Thanks!

Sean

1 ACCEPTED SOLUTION

Accepted Solutions
Super User
Super User

Re: Email about errors in SharePoint Workflow History

I will investigate using Flow for this, but there is a simple low tech solution you can use:

 

  1. Open Designer and click on All Files
  2. Click on lists
  3. Right click on the workflow history list and select properties
  4. Click on Preveiw in Browser on the Ribbon
  5. Create a new view
    1. Filter the view - only show items that contain Error in the description column
    2. Save the view
  6. Set an alert
    1. Configure the alert to send you an email when anything changes in the view
      1. Select "Someone changes an item that appears in this view"
      2. Select the view you have created
      3. Click on OK

You should receive an email anytime a new item appears in the list that contains the word error.

 

Note that looking for "error" will not catch everything but it will get most of the errors.

 

I will update this post once I have investigated using Flow.  I believe the reason that the Workflow History list does not appear is that the "Hide from Browser" property is set to true.  Need to test.....

 

Update:  I cleared the Hide from browser check box for the workflow history list and it still did not appear in Flow.

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

3 REPLIES 3
Super User
Super User

Re: Email about errors in SharePoint Workflow History

I will investigate using Flow for this, but there is a simple low tech solution you can use:

 

  1. Open Designer and click on All Files
  2. Click on lists
  3. Right click on the workflow history list and select properties
  4. Click on Preveiw in Browser on the Ribbon
  5. Create a new view
    1. Filter the view - only show items that contain Error in the description column
    2. Save the view
  6. Set an alert
    1. Configure the alert to send you an email when anything changes in the view
      1. Select "Someone changes an item that appears in this view"
      2. Select the view you have created
      3. Click on OK

You should receive an email anytime a new item appears in the list that contains the word error.

 

Note that looking for "error" will not catch everything but it will get most of the errors.

 

I will update this post once I have investigated using Flow.  I believe the reason that the Workflow History list does not appear is that the "Hide from Browser" property is set to true.  Need to test.....

 

Update:  I cleared the Hide from browser check box for the workflow history list and it still did not appear in Flow.

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

Highlighted
Kucster
Level: Power Up

Re: Email about errors in SharePoint Workflow History

Wow thank you so much! I wasn't aware of that feature.

To be honest with you this should work for me, no Flow needed

 

Thanks again

Sean

M_DONNAY
Level: Powered On

Re: Email about errors in SharePoint Workflow History

The alert didn't work for me as the log was bigger than 5000 items ...

 

I was wondering if it was possible to implement this notification in Flow. 

 

I can add the trigger when an item is created in the workflow history list

But how do you impement the condition to check for 'error' value in the workflow history item ?

 

Thanks for your advice

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