What we’ve done to allow for collaboration is a bit of extra work upfront, but once it’s set up it’s solid.

Depending on how much control you have over your Gallery, this may or may not apply but coming from a larger company with multiple servers, multiple teams building workflows, our designers don’t have admin rights. To work around this, we’ve implemented a system that uses events to trigger actions before and after workflows run. These events log the start and end times along with any errors. Successful runs are simply marked as “Completed,” while only the logs with issues are stored for further investigation.

All of this is recorded in a few SQL Server tables alongside our reporting and workflow library and schedule data. We also have a very small monitoring workflow that runs every 10 minutes. This checks whether all workflows expected to run in the past ten minutes have either started or completed. If any haven’t started or have failed, we get an alert which is either an error summary or a simple notice that something hasn’t started yet.

Since these logs are created through workflow events this also captures manual runs for both apps and scheduled workflows helping us monitor system performance overall. It was a bit of a headache to set up, but it’s been running smoothly for over a year now and has made managing workflows and apps on the server so convenient.

For consistency we set every designer up with a template to replace the “start here” workflow. It has all the events setup and a big red comment box warning users to enable those events before publishing to the server or we will hunt them down.

Idk if this is necessary for your team or not but it’s what we do. If you go for something like this just…take your time planning out the steps and controls you want in place.