{"id":5848,"date":"2023-10-23T08:00:20","date_gmt":"2023-10-23T08:00:20","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/"},"modified":"2024-03-07T11:31:33","modified_gmt":"2024-03-07T11:31:33","slug":"what-is-a-workflow-run","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/","title":{"rendered":"What is a Workflow Run?"},"content":{"rendered":"<p><a href=\"https:\/\/www.process.st\/\">Process Street<\/a> is built around the use of\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow\/\">Workflows<\/a> and Workflow Runs, which allow you to document and work through your processes.<\/p>\n<p>We describe a workflow as a set of instructions or as the master blueprint of a process, which outlines exactly how a specific process should be completed. A workflow run, on the other hand, is an individual instance of that workflow. Think of it as a parent\/child relationship.<\/p>\n<p>For example, if you have an <a href=\"https:\/\/www.process.st\/help\/docs\/employee-onboarding\/\">Employee Onboarding Workflow<\/a>, you will run the workflow each time you have a new hire. You could be onboarding 10 new hires at the same time, and having separate workflow runs allows you to know exactly what progress has been made for each person, or what still needs to be done.<\/p>\n<p><iframe loading=\"lazy\" title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/W_iYrlA3qBE\" width=\"100%\" height=\"406\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><\/iframe><\/p>\n<p>A workflow run contains all of the details built into your workflow, like <a href=\"https:\/\/www.process.st\/help\/docs\/text-widget\/\">text<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/video-widget\/\">videos<\/a>,\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/image-widget\/\">images<\/a>, and\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/how-subtask-work\/\">subtasks<\/a>, along with\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">form fields<\/a>\u00a0that can be used to capture information or data.<\/p>\n<h2>What can you do with workflow runs?<\/h2>\n<ul>\n<li><em><strong>Set them live<\/strong> <\/em>&#8211; You can\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/running-workflows\/\">run them manually<\/a>, via\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/automations\/\">automations<\/a>, and for <a href=\"https:\/\/www.process.st\/help\/docs\/scheduled-workflow-runs\/\">one-off events<\/a><\/li>\n<li><strong><em>Set them to repeat<\/em> <\/strong>&#8211; <a href=\"https:\/\/www.process.st\/help\/docs\/getting-started-schedule-a-workflow-run\/\">Schedule<\/a> them for\u00a0recurring weekly, monthly, or yearly processes<\/li>\n<li><em><strong>Make them dynamic<\/strong><\/em> &#8211; Affect how tasks or content <a href=\"https:\/\/www.process.st\/help\/docs\/conditional-logic\/\">flows<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\">who is assigned<\/a> to certain tasks<\/li>\n<li><em><strong>Fill them out<\/strong><\/em> &#8211; Capture data and files in\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">form fields<\/a> and check off <a href=\"https:\/\/www.process.st\/help\/docs\/how-subtask-work\/\">subtasks<\/a><\/li>\n<li><em><strong>Pass and receive data <\/strong><\/em>&#8211; Use\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/variables\/\">data<\/a>\u00a0to fill out workflow runs or to integrate them with\u00a0<a href=\"https:\/\/www.process.st\/help\/kb\/integrations\/\">other apps<\/a><\/li>\n<li><em><strong>Communicate<\/strong> <\/em>&#8211; Use\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/comments\/\">comments\u00a0<\/a>on tasks and trigger <a href=\"https:\/\/www.process.st\/help\/docs\/email-notifications\/\">email notifications<\/a> to other users<\/li>\n<li><em><strong>Share them<\/strong><\/em>\u00a0&#8211; <a href=\"https:\/\/www.process.st\/help\/docs\/sharing-workflow-runs\/\">Share<\/a>\u00a0workflow runs with people inside and outside your organization<\/li>\n<li><em><strong>Set accountability<\/strong> <\/em>&#8211; Assign users to the <a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">tasks<\/a> or whole\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/workflow-run-permissions\/\">workflow runs\u00a0<\/a>they need to work on<\/li>\n<li><em><strong>Give them a deadline<\/strong><\/em> &#8211; Set <a href=\"https:\/\/www.process.st\/help\/docs\/dynamic-due-dates\/\">due dates<\/a> for individual tasks or the whole workflow run<\/li>\n<li><em><strong>Send emails<\/strong><\/em>\u00a0&#8211;\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/email-widget\/\">Send emails<\/a>\u00a0directly from your workflow runs<\/li>\n<\/ul>\n<p>The example below shows you running a workflow for your latest employee onboarding.<\/p>\n<p>You can start to fill out the fields in the workflow run, completing tasks as you progress.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14071\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/new-run.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>All of the information you fill out, check off, upload or attach, is contained within your workflow runs. This data can be viewed at any time in your\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> tab.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-15888\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/reports-dashboard.png\" alt=\"reports dashboard\" width=\"1024\" height=\"512\" \/><\/p>\n<p>You can also export or download all of your data as a <a href=\"https:\/\/www.process.st\/help\/export-checklists-and-form-fields-to-csv\/\">CSV<\/a> from your reports tab, or save your workflow runs as a <a href=\"https:\/\/www.process.st\/help\/docs\/exporting-workflow-runs\/\">PDF<\/a>.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/kb\/workflow-runs\/\">workflow runs<\/a> and how to use them.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Process Street is built around the use of\u00a0Workflows and Workflow Runs, which allow you to document and work through your processes. We describe a workflow as a set of instructions or as the master blueprint of a process, which outlines exactly how a specific process should be completed. A workflow run, on the other hand, [&hellip;]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Workflows","footnotes":""},"ht_kb_category":[208,161],"ht_kb_tag":[187,327],"class_list":["post-5848","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-faq","ht_kb_category-general","ht_kb_tag-workflow-runs","ht_kb_tag-workflows-vs-workflow-runs"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5848","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/11"}],"version-history":[{"count":1,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5848\/revisions"}],"predecessor-version":[{"id":5849,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5848\/revisions\/5849"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5848"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5848"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5848"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}