Overview
This guide helps you fix workflows that are incorrectly updating historical records instead of only affecting new or modified records going forward.
Symptoms
Your workflow is affecting historical records that should not be changed. For example:
A BD Rep assignment workflow is updating old records with new staff who weren't employed at the time
Field values are being changed retroactively across your database
The workflow appears to be running on all existing records instead of just new ones
Common Causes
This issue typically occurs due to:
Incorrect field reference: The workflow is pulling data from the wrong field
Time interval settings: The workflow isn't properly configured to only affect records moving forward
Missing conditions: The workflow lacks proper criteria to exclude historical records
Solution
Follow these steps to diagnose and fix the workflow:
Step 1: Deactivate the Workflow
Navigate to the problematic workflow in your CRM
Set the workflow status to Inactive to prevent further unintended updates
Step 2: Check Field References
Review the workflow's action section
Verify that the workflow is referencing the correct field
Common mistake: Using a general field instead of the specific relationship field (e.g., using "Intake Opportunity field" instead of "BD Rep Assigned To field from Referral")
Step 3: Update Time Interval Settings
Locate the time interval section in the workflow configuration
Configure it to only affect records upon creation or specific modification events
Ensure historical records are excluded from the workflow scope
Step 4: Add Protective Conditions
Consider adding conditions that prevent the workflow from affecting historical records
This might include date-based conditions or status-based filters
Step 5: Test and Reactivate
Create a test record to verify the workflow behaves correctly
Once confirmed, reactivate the workflow
Monitor closely for any unintended behavior
When to Contact Support
Contact Dazos support if:
You're unsure which field the workflow should reference
The time interval settings are not clear
You need help identifying the root cause of the historical updates
The workflow continues to affect historical records after following these steps
⚠️ Important: Always deactivate problematic workflows immediately to prevent further data issues while troubleshooting.