Managing workflow history lists

This topic describes workflow history lists and provides instructions for managing workflow history lists, including purging items from workflow history lists.

A SharePoint workflow history list stores messages generated by a workflow, such as approval activity (approve/reject), updates to a workflow, comments, cancellations, and workflow errors. To be used with Nintex Workflow, a workflow history list must be enabled for Nintex Workflow. By default, Nintex Workflow creates and enables a workflow history list for use with Nintex Workflow. The enablement deploys event receivers into the list for workflow reporting. All workflow history lists that are enabled for use with Nintex Workflow are available for selection in the Workflow Settings dialog box. For more information about this dialog box, see Workflow Settings dialog box.

You can view workflow history lists on the Manage workflow history lists page. You can create, edit, and delete workflow history lists as well as enabling and disabling the lists for use with Nintex Workflow within a team site. You can also purge items from workflow history lists as needed for maintenance to safeguard performance (prevent the number of items from exceeding 2000). Running workflows are unaffected by purges of items from workflow history lists.

Note: Purging items from workflow history lists is also available as an NWAdmin operation.

To access the Manage workflow history lists page

  1. On the site level home page, click the settings icon () on the upper right and then select Site Settings.

  2. On the Site Settings page, under the Nintex Workflow group, click Manage workflow history lists.

    The Manage workflow history lists page appears, listing the title, number of items, and enablement status for Nintex Workflow.

To create a new history list

  1. Access the Manage workflow history lists page.

  2. In the Manage workflow history lists tab of the ribbon, click New.

    The Create a workflow history list dialog box appears.

  3. Enter the name of the list and a description (optional).
  4. To hide the history list from display on the Site Contents page, select the check box for Hidden.
  5. Click Create to save changes and close the dialog box.

To edit a workflow history list name or description

  1. Access the Manage workflow history lists page.
  2. Click the list to open it.
  3. In the List tab of the ribbon, click List Settings.
  4. On the Settings page, under General Settings, click List name, description and navigation and then make and save changes.

To delete a workflow history list

  1. Access the Manage workflow history lists page.
  2. Click the list to open it.
  3. In the List tab of the ribbon, click List Settings.
  4. On the Settings page, under Permissions and Management, click Delete this list.

To enable or disable a workflow history list for use with Nintex Workflow

  1. Access the Manage workflow history lists page.
  2. Select the row for the desired workflow history list.
  3. In the Manage workflow history lists tab of the ribbon, click Enable or Disable.

To purge (delete) items from a workflow history list

  1. Access the Manage workflow history lists page.
  2. Select the row for the desired workflow history list.

  3. In the Manage workflow history lists tab of the ribbon, click Purge items.

    The Purge workflow history list data dialog box appears. The name of the selected workflow history list is shown in the dialog box title. The following filters are available.

    • Last activity is before: Removes items for workflows that have had no activity since the specified date.
    • Workflow item ID is: Removes items for workflows associated with the specified workflow item ID.
    • Workflow list has been deleted: Removes items for workflows associated with deleted lists.
    • Workflow list is: Removes items for workflows associated with the specified list.
    • Workflow name is: Removes items for workflows with the specified name.
    • Workflow state is: Removes items for workflows with the specified state (Running, Completed, Cancelled, Error or any state).
  4. To specify items for deletion, add and define filters and then click Delete items by filter.
  5. To delete all items, click Delete all items.