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See which workflow changed a task

Pro planAnyone who can see the project

A workflow can change a task for you: raise its priority when it is blocked, reassign it, push its due date. Those changes are recorded in the task’s History tab like any other edit, and each one says which workflow made it, so nobody mistakes a rule’s change for something a teammate did by hand.

Read it in the History tab

Section titled “Read it in the History tab”

Open the task and select the History tab. A change made by a workflow reads like this:

Maria Lopez via workflow Blocked Task Escalation

  • The name is the person whose action set the workflow off. If Maria marks a task Blocked and that triggers the workflow, the workflow’s change is listed under Maria. When no one’s action started the run, such as a submitted public form, the change is listed under the person who created the workflow.
  • “via workflow” and the workflow’s name mark the entry as the workflow’s. A change you make yourself has no marker.
  • The workflow’s change is its own entry. A workflow usually runs a moment after the save that triggered it, but its change is never folded into that person’s entry.

Which changes are recorded

Section titled “Which changes are recorded”

These workflow actions show up in the History tab: setting the status, priority, progress, assignee or due date, adding to the description, and moving the task to a sprint or an epic.

A workflow’s change follows the same rules as a save. Setting a task to Done, for example, also sets its progress to 100%, and both changes are listed.

What else a workflow’s change does

Section titled “What else a workflow’s change does”

A change from a workflow updates Onplana the way a save does:

  • Everyone with the task or project open sees it straight away, without refreshing.
  • Parent tasks, project progress and linked goal key results recalculate.
  • Search picks up the new values.
  • The audit log, on plans that include it, records the change with a note that it came from a workflow and the workflow’s ID.

Some outbound effects of a workflow’s change may be off, depending on how your Onplana environment is set up: webhooks, Microsoft Teams and Slack cards, notifications, calendar and Microsoft To Do updates, and moving the dates of dependent tasks. Changes people make themselves are not affected.

A change made by a workflow never starts another workflow. That keeps two rules from triggering each other in a loop.

Limits

Section titled “Limits”
  • If the workflow is deleted later, its entries lose the “via workflow” marker and read as that person’s own edit. Make a workflow inactive instead of deleting it if you want its history to stay labelled.
  • Only the actions listed above are recorded in the History tab. Other workflow actions, such as posting a comment or adding a tag, show up where they land.

FAQs

Section titled “FAQs”

Who can see the “via workflow” marker? Anyone who can open the task. It is part of the task’s history, not an admin view.

Do agents see it too? Yes. An agent connected over MCP that reads a task’s history gets the workflow’s name on each change a workflow made.

Why does the History tab show my name on a change I did not make? Your save set off a workflow, and the workflow made the change. Look for the “via workflow” marker next to your name. If there is none, the workflow may have been deleted since.

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