If you’re here, you’re probably knee-deep in Agiloft workflow rules, triggers, and automations that should just work—but aren’t. Maybe a record’s stuck, a rule’s not firing, or a notification vanished into the void. This guide is for admins, power users, and anyone who’s ever muttered “why isn’t this doing what I told it to do?”
I’ll walk you through the most common workflow headaches in Agiloft, why they happen, and how to fix them—without the sugarcoating. Let’s get to it.
1. Rule Not Firing? Start Here
One of the most common Agiloft complaints: “My rule didn’t run.” Before you rewrite the whole thing, check these basics first.
Quick checklist:
- Is the rule active? Obvious, but easy to miss. Make sure it’s enabled.
- Trigger conditions: Is the rule set to run on the right event (e.g., edit, create, schedule)?
- Filter conditions: Are your “IF” statements too strict? Sometimes, a single unchecked box or typo means the record never matches.
- Permissions: Does the rule run as a user who actually has permission to make those changes?
Pro tip:
Temporarily loosen your rule’s filter to something simple (“always true”) and see if it runs. If it does, your filter logic is the problem.
When schedule-based rules don’t run
If your scheduled rules don’t fire, check:
- Scheduler is enabled: Under Setup > System > Scheduled Jobs, confirm the scheduler is running.
- Time zones: Agiloft runs jobs in server time, not your local time. Double-check the scheduled hour.
- Rule overlap: If two rules try to update the same record at once, Agiloft sometimes skips one. Stagger your schedules by a few minutes.
2. Workflow Stuck or Not Moving to the Next State
Agiloft’s workflow diagrams look great, but if a record won’t transition, something’s off.
Step-by-step fixes:
-
Check allowed transitions:
Each workflow state only allows certain transitions. Go to the Workflow Definition, select the current state, and see what’s possible. If the transition’s missing, add it. -
Field mappings:
Workflows usually map to a status field. If someone manually changed the status to a value that isn’t tied to a workflow state, the workflow gets confused. Align your field values and workflow states. -
Rule or Action errors:
If a rule is supposed to move the workflow but fails (maybe due to a permission or validation error), the record never advances. Check the rule’s history and logs for errors. -
Locked records:
Agiloft locks a record when someone’s editing it or when another process has it open. If your automation fails silently, it could be a lock issue.
What doesn’t help:
- Randomly re-saving the record. If the workflow’s broken, this won’t fix it.
- Manually changing the status field. That just confuses the workflow engine more.
3. Notifications Not Sending
Few things are more frustrating than a “sent” notification that never arrives. Here’s what actually matters:
Check these settings:
- Rule action: Did you add a “Send Email” or “Send Notification” action to your rule?
- Recipient logic: Is the recipient field (like Assigned To) actually populated? If it’s blank or the user’s disabled, nothing gets sent.
- Email server config: Under Setup > Email, test your SMTP connection. If you see errors here, fix them first.
- Suppression settings: Sometimes, Agiloft suppresses notifications to avoid spamming users. Check if users have opted out or if suppression rules are active.
- Spam/junk folders: Obvious, but worth mentioning—especially for new users.
Pro tip:
Use the Email Queue and Audit Log (Setup > Email > Email Log) to see if Agiloft tried to send the message, or if it failed before leaving the system.
4. Field Updates Not Happening
You set up a rule to update a field automatically, but nothing changes. Here’s why:
Common issues:
- Field-level permissions: The rule user (often “Admin”) must have write access to the field.
- Rule order: If two rules fire in sequence and one undoes the other, you’ll see weird results. Reorder your rules or add conditions.
- Update logic: If the field is already set to the value you’re trying to apply, the rule may “skip” the update (Agiloft tries to be efficient).
- Formula errors: If you’re using a formula or script to set the field, test it in isolation. One typo can break the whole thing.
What’s not worth your time:
- Blaming browser caching or cookies. Workflow rules run server-side.
- Toggling field “Required” status back and forth. Doesn’t help.
5. Actions Running in the Wrong Order
Agiloft lets you stack actions inside a rule, but the order matters. For example, if you try to send a notification before updating a field, your email will show the old value.
How to fix:
- Reorder actions: In the rule editor, drag actions into the correct sequence.
- Break into multiple rules: Sometimes, it’s clearer (and safer) to split complex logic across two rules, especially if they depend on each other.
- Test with logs: Add a “Write to Log” action before and after each major step. You’ll see exactly what happened, in what order.
Honest take:
Chasing “race conditions” in Agiloft is rarely worth it unless you’re building something super complex. For 99% of cases, good sequencing and clear rule logic solve the problem.
6. Import/Export Automation Fails
Automating data imports or exports in Agiloft can save hours—but lots can go wrong.
Key troubleshooting steps:
- File format: Make sure your CSV or Excel files match the field mappings, data types, and required fields in Agiloft.
- Automation permissions: The integration or import user needs full rights to the relevant tables.
- Scheduled import/export: Check scheduled job logs for errors. If nothing runs, revisit your schedule and file path (especially on cloud instances).
- Data volume: Huge imports can time out. Break them into smaller chunks if possible.
Don’t waste time:
- Re-uploading the same broken file over and over. Fix the data and mappings first.
7. Error Messages that Don’t Make Sense
Agiloft’s error messages are… let’s call them “minimal.” If you get a generic error, here’s what to do:
Tactics:
- Check the logs: Go to Setup > Logs > Rule Log, or ask your admin for access. The logs are blunt, but they’ll show what actually failed.
- Simplify your rule: Strip it down to the bare minimum, then add complexity back one piece at a time. The culprit will reveal itself.
- Ask for help: Agiloft’s community forums and knowledge base are more useful than their error pop-ups. Copy the exact error and search for it—chances are, someone else hit it before.
Ignore:
- Hoping the error will go away by itself. It never does.
8. Performance Slowdowns
Sometimes your workflows run, but they’re slow. Here’s what’s worth checking:
- Rule bloat: Hundreds of rules or actions per table slow everything down. Prune old or duplicate rules.
- Complex filters: Rules that scan thousands of records with “OR” conditions bog down the system. Simplify where possible.
- Automation loops: If a rule triggers itself (directly or indirectly), you can accidentally create an infinite loop. Watch for rapidly growing logs or stuck tables.
Pro tip:
If all else fails, run your rules on smaller test tables to isolate what’s slow.
Summary: Keep it Simple, Test Often
Agiloft’s workflow automation is powerful, but it’s not magic. The most common issues boil down to overcomplicated logic, missed permissions, or a few unchecked boxes. When in doubt, strip your automation down, test each piece, and build back up. Don’t chase every red herring or over-engineer—most problems have a simple fix hiding in plain sight. Iterate, test, and don’t be afraid to ask for a second pair of eyes.