Use workflow-related query bases to report on configured workflows, current workflow placement, workflow history, queue assignments, and queue history. These bases are especially useful when you are building workflow reports, troubleshooting automation, or migrating reporting from Reader (Legacy) to workflows created in the Workflow Editor.
📝 Note
Use workflow-specific query bases when querying data from workflows created in the Workflow Editor. Do not rely on legacy Reader joins when the data you need comes from Workflow Editor workflows.
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Finding workflow query bases
Workflow query bases appear in Configurable Joins under both Related and System categories.
Related bases
Go to Database → Query, create or edit a Configurable Joins query, and select Related to access workflow-related bases such as:
Workflow Bin
Workflow Bin History
Workflow Bin User Queue
Workflow Bin User History
Individual bases for each active workflow in your database
System base
Go to Database → Query, create or edit a Configurable Joins query, and select System to access the Workflow base.
Choosing a workflow base
Base | What it returns | Use it to |
|---|---|---|
Workflow | One row per configured workflow, including high-level workflow details such as name, status, and GUID. | Report on workflow configuration, identify active workflows, or reference workflow-level metadata. |
Workflow Bin | Records currently in a workflow bin. When a record leaves the workflow, it no longer appears in this base. | List current records in workflows, identify the current workflow and bin for a record, or count records currently in bins. |
Workflow Bin History | Historical rows for records that have entered workflow bins, including entry and exit timestamps. | Audit workflow movement or report on time spent in workflow bins. |
Workflow Bin User Queue | Records currently assigned to user queues in a workflow. When a record leaves a user's queue, it no longer appears in this base. | Count current queue assignments, report on user workload, or protect existing queue assignments in automation. |
Workflow Bin User History | Historical rows for records that have entered user queues, including entry and exit timestamps. | Report on time spent in user queues or audit queue assignment history. |
Individual active workflow bases | Rows for a specific active workflow, with workflow-specific details such as bin name and workflow timestamp. | Query one workflow directly when you do not need data from other workflows. |
Using current and historical bases
Choose a current base when you only need to know where records are now. Choose a history base when you need to report on where records have been.
Use Workflow Bin for current bin placement.
Use Workflow Bin History for bin entry and exit reporting.
Use Workflow Bin User Queue for current user queue assignments.
Use Workflow Bin User History for user queue entry and exit reporting.
💡 Tip
When reporting on elapsed time, account for both automated movement and manual movement. Manual bin or queue changes can affect how you interpret entry and exit timestamps.
Protecting existing queue assignments with a Do Nothing rule
Workflow automation rebuilds workflow placement when rules run. If your process includes manual queue assignments and no later rule should replace those assignments, add a Do Nothing rule near the top of the relevant exclusivity group. The rule should catch records that already have a queue assignment in the workflow and prevent them from continuing through the remaining rules in that group.
Open the workflow automation rule set where queue assignments are managed.
Create a rule in the same exclusivity group as the other workflow assignment rules.
Add a subquery filter with an aggregate of Exists.
In the subquery filter, join to Workflow Bin User Queue. This identifies records that already have a queue assignment.
From the same subquery filter, join to Workflow.
Add a filter for the workflow Name and select the specific workflow. This keeps the rule scoped to the intended workflow when your database has multiple workflows.
In the rule's action section, select Do Nothing.
Set the rule priority high enough that it runs before rules that assign or rebuild queues.
Preview the rule against records with and without queue assignments before activating it.
📝 Note
Create this Do Nothing rule separately for each workflow exclusivity group where existing queue assignments should be preserved.
Common reporting examples
Current workflow counts: Use Workflow Bin to count records by workflow and bin.
User queue workload: Use Workflow Bin User Queue and join to users to count current queue assignments by user.
Time in bin: Use Workflow Bin History to compare entry and exit timestamps.
Time in queue: Use Workflow Bin User History to compare user queue entry and exit timestamps.
Single-workflow reporting: Use the individual active workflow base when a report should only include one workflow.