Overview
Every time a trigger fires, Apten records a run — one execution of one automation for one CRM record. The Runs tab shows activity across every automation in your organization, with per-step detail for each run.
Run history is retained for 90 days, including for deleted automations.
The Runs Page
Open Automations → Runs, or use View Runs in an automation’s ⋯ menu to jump there pre-filtered to that automation.
Filters:
- Automation — one, several, or all automations
- Status — by default Completed, Failed, and Halted are shown; add Running and Pending to see in-flight runs
- Time — Last 24h, Last 7d (default), Last 30d, or a custom date range
Each row shows the automation, start time, status, duration, and the trigger — the CRM object and record that fired, including the field change for Field updated triggers (for example Status: Open → Qualified).
Run statuses
| Status | Meaning |
|---|
| Completed | Every step that should have run succeeded. |
| Failed | At least one step failed. Other steps or branches may still have completed — open the run to see exactly where it stopped. |
| Halted | A Filter or Branch stopped the run because conditions didn’t match. This is expected behavior, not an error. |
| Running | The run is in progress. |
| Pending | The run is queued and will start shortly. |
Run Details
Click any run to open the Run details panel:
- Trigger context — the CRM record data that fired the run.
- Steps — each step with its status and duration. Expand a step to see its Resolved params (the exact inputs after template references were filled in) and Output, or the error if it failed.
- Branch outcomes — for runs with a Branch step, each branch shows how it ended: Completed, Failed, Stopped by filter, Skipped — rules not met, or Fallback — not needed.
- View Run Config — the full configuration of the automation as it was when this run started. Useful when you’ve edited the automation since.
Troubleshooting Failed Steps
When a step fails, the run details show a plain-language error. The most common ones:
| Error | What it means | What to do |
|---|
| The step’s parameters didn’t validate. | A required field is missing or malformed after template resolution. | Check the step’s Resolved params to see what was actually submitted. |
| A template reference couldn’t be resolved. | A {{trigger.…}} or {{steps.…}} reference points to a field that doesn’t exist or wasn’t produced. | Verify the referenced step ran and that the field name matches its outputs. |
| The lead this step tried to reach couldn’t be found. | The Apten lead ID didn’t match a lead. | Make sure the ID comes from a Find Lead / Create Lead output, and add a Filter on Lead found? before acting. |
| A lead with these details already exists. | Create Lead matched an existing lead by phone number. | Use Find Lead first, and only create when Lead found? is No. |
| The phone number is on the Do Not Contact list. | Outreach to this number is blocked. | Expected behavior — DNC numbers are never contacted. |
| The lead has unsubscribed. | The lead opted out of this channel. | Expected behavior — unsubscribed leads are never messaged. |
| Apten can’t send messages to landlines. | The phone number is a landline. | Expected behavior for non-textable numbers. |
| Your account has hit its lead-creation quota. | Your organization reached its monthly lead limit. | Contact your Apten representative to adjust your plan. |
When a trigger matches a very large number of records at once — for example a CRM mass update touching thousands of rows — runs are queued and processed in batches. A large burst can take a while to drain; watch progress on the Runs page with the Running and Pending statuses enabled.
