Description:

The Add Message to History step enables a FlowWright workflow to create a history entry for a specified FlowWright item.

Many business processes require important workflow events, business decisions, user actions, approvals, system activities, or integration events to be recorded for auditing and operational visibility. Rather than relying solely on workflow execution logs, this step allows workflows to write meaningful business history entries that become part of the item's history.

The step allows the workflow designer to specify the history item type, the message to be recorded, and the identifier of the item that should receive the history entry. Once the message is successfully written, workflow execution continues through the configured success path.

Typical uses include:

• Recording approval decisions
• Logging workflow milestones
• Documenting business events
• Recording integration activities
• Logging external system responses
• Tracking document processing events
• Recording administrative actions
• Creating business audit trails

This step enables organizations to maintain meaningful operational history while improving traceability, auditing, and troubleshooting throughout business processes. This step adds custom messages to the history types for items, such as User, Process Definition, Process Instance, Forms Definition, or Forms Instance.

Usage:

The Add Message to History step is typically used whenever workflows need to record business events that should remain associated with a FlowWright object.

During execution:

1. Select the target item type.
2. Locate the specified item using the configured item identifier.
3. Create a history record containing the supplied message.
4. Associate the history entry with the selected item.
5. Continue workflow execution through either the True or False return path.

A typical workflow might look like this:

Typical workflow scenarios include:

• Recording approval comments
• Logging workflow completion events
• Tracking integration status
• Recording document lifecycle events
• Capturing business decisions
• Logging exception handling
• Recording administrative updates
• Creating permanent audit records for compliance

Example:

Let’s build and execute the “addMessageToHistoryDef” example:

• Create a new process definition called “addMessageToHistoryDef” and open the definition in designer mode. 
• Drag multiple “AddMessageToHistory” steps to the canvas.
• Connect the dots between the “Start” and “AddMessageToHistory” steps, as shown above. 
• Click the first “AddMessageToUser” step to configure its “Required” properties. Provide a name for the step. Select the item type (User, Process Instance, Process Definition, Form Instance, Form Definition) from the drop-down list. Enter the history message and the item GUID value. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. Repeat this step and configure the item type with a different value from the list. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

• Save the "addMessageToHistoryDef" process definition, create a new instance, and execute it. This step should add custom messages to the history types of items, including User, Process Definition, Process Instance, Forms Definition, or Forms Instance. 
• Navigate to User Management - Search for the User - Click View History to view the comments.

• The historical information is displayed on the new page as shown below. 

Tips:

• Use clear, meaningful history messages that are useful during auditing and troubleshooting.
• Include business context whenever possible rather than generic status messages.
• Verify that the correct item type and item identifier are supplied before execution.
• Route the False execution path to logging and notification activities for easier troubleshooting.
• Record major workflow milestones rather than excessive low-level events.
• Combine this step with approval steps, REST integrations, document management activities, notification steps, or exception handling to create comprehensive business audit trails.

Notes:

• All three input properties are required.
• The history message supports multiline text.
• The destination item is determined by the selected item type and item identifier.
• The step records history information only and does not modify the underlying business object beyond adding the history entry.
• Both the True and False return paths should be implemented for complete workflow handling.
• Ensure that the executing workflow has permission to update the selected item's history.
• History entries become part of the FlowWright audit trail for the selected item.

Add Message to History vs. DMS Add History to Document:

Although both workflow steps create history records, they operate on different targets and serve different business purposes.

As a general guideline:

• Use Add Message to History when workflows need to record business events, workflow milestones, approvals, integration activities, or operational messages against FlowWright items.
• Use DMS Add History to Document when workflows need to maintain audit history for documents managed within the FlowWright Document Management System, such as document revisions, document updates, or document lifecycle events.

Definition Sample:

You may download the sample workflow definition from the link provided and import it into your FlowWright environment.

Note: Verify and complete any missing configuration after importing the sample, including:

• Item type
• History message
• Item identifier
• Success and failure workflow branches
• Appropriate permissions to update item history

After verifying the configuration, save and publish the workflow before execution.

Click here to download the sample file.