Workflow Instance and History Record Management
Active workflows can generate a large number of workflow instances and history records. The following records are usually generated when a workflow executes:
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An instance record is generated every time a workflow starts a new execution on a record.
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A history record is generated for every state that the workflow enters and exits for each record on which the workflow executes.
There are multiple scenarios that can generate a large number of workflow instances and history records. The following are some of the most common:
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One-state workflows that run every time a record is displayed. (This is the most common cause.)
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Complex workflows that have a lot of states and execute on numerous records.
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You have used NetSuite for a long time and have not deleted any workflow instances or history records.
The accumulation of too many workflow instances and history records can negatively impact NetSuite performance. For example, you may begin to notice slower than usual processing, or unexpected behavior.
You can adjust settings for workflows to avoid the accumulation of too many workflow instances and history records. The following best practices can help you to manage your workflow instances and history records to avoid possible negative performance.
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When you create new workflows, consider disabling workflow history or setting it to only save records during workflow testing. For more information, see Disabling History for a Workflow.
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Regularly delete workflow instances and history records that you do not need to keep. For more information, see Deleting Workflow Instances and History Records.