Assign workflow executions

Assign a stakeholder to an individual workflow run to track who’s responsible for it, then view, filter, and export workflows across your organization by that assignment.

Prerequisites

• You are logged in to ValidMind.
• Workflows have already been set up for use with your records or artifacts.¹
• The record or artifact you’re assigning against has at least one stakeholder.²
• You are assigned a role with sufficient permissions to run and manage workflows on records or artifacts.³

¹ Configure workflows

² Manage stakeholder types on records

³ Manage permissions

Assign or change a workflow assignee

When starting or rescheduling a workflow

While initiating a workflow,⁴ the Run Workflow dialog includes a Stakeholder field, populated from the target record or artifact’s existing stakeholders.⁵ Leave it as Unassigned to skip assignment, or choose a person to make them that execution’s workflow assignee.

⁴ Manage workflows

⁵ Manage stakeholder types on records

⁶ Manage record stakeholder types

The workflow assignee is separate from any stakeholder-type role — such as Record Owner — that person may separately hold on the record itself.⁶

On scheduled, active, or waiting workflows

Change the assignee, or the run’s kickoff date, without creating a new execution:

1. Open the workflow execution you want to update.⁷

2. On the Details tab, update either or both:

   • Start Date — For a scheduled workflow, this must be a future date. For an active or waiting workflow, this is the actual kickoff time: it can be backdated, but not moved more than 24 hours into the future.
   • Workflow Assignee — Choose a new person, or Unassigned to clear the assignment.

3. Click Save Changes to apply your edits, or Cancel to discard them.

⁷ Review active workflows, or from the global Workflows timeline

NoneNote

On a scheduled workflow, Reschedule is still available as a separate action for moving the run’s date or starting it immediately — the Details tab is for quick corrections, while Reschedule also offers Run Now.

Changes to the assignee or kickoff date are recorded on the workflow’s Activity tab, including the execution ID and the previous and new values for each change.⁸

⁸ Review workflow histories

View workflows by assignee

On the global Workflows timeline,⁹ click View by Workflow Assignee to group executions by who they’re assigned to instead of by record:

⁹ View all workflow executions

• Workflows with no assignee are grouped under Unassigned.
• Each section is headed by the assignee’s name and a count of their workflows (for example, “Kam Lall — 4 workflows”).
• The sidebar shows a running count of the workflow assignees represented in the current view.
• Hover over any execution bar to see who it’s Assigned to, along with their stakeholder role.

Filter workflows by assignee

In the timeline’s filter panel, use the Workflow Assignee field to narrow the view to a specific person, or select Unassigned to see only unassigned runs.

Export workflows by assignee

Click Export to download a CSV of the currently searched and filtered view, including each execution’s assignee. The file downloads automatically once it’s ready; large exports may take a few moments to generate.