“Workflow instance error” – Error in a workflow instance, possibly due to logic or service issues.

If you are encountering the “Workflow Instance Error” in SharePoint, it means that a workflow has started but encountered an issue while executing. This can be due to various reasons, such as logical errors in the workflow, service disruptions, permission issues, or SharePoint platform limitations. Below is a comprehensive step-by-step guide to troubleshooting and resolving this issue.

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Step 1: Identify the Error Message and Logs

1. Navigate to the list or library where the workflow was triggered.
2. Click on the item that the workflow attempted to process.
3. Go to the Workflow History List to check for errors.
4. If you see an error message like “Canceled”, “Failed on Start”, or “Suspended”, take note of it.
5. If using Power Automate, check the Run History for specific failure details.

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Step 2: Check Workflow Status and History

1. Open SharePoint Designer (if using SharePoint Designer workflows).
2. Click on Workflows and locate the affected workflow.
3. In Workflow Settings, check the instance history.
4. If the workflow is stuck in a specific stage, analyze what actions are failing.

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Step 3: Verify Workflow Logic and Conditions

1. Open the workflow in SharePoint Designer or Power Automate.
2. Review conditions in IF-ELSE branches and ensure they are logically correct.
3. If the workflow contains loops, ensure they do not cause infinite loops.
4. Test the workflow manually with different inputs to identify problematic conditions.

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Step 4: Check if Workflow Services Are Running

(For SharePoint On-Premises)

1. Open SharePoint Central Administration.
2. Navigate to Services on Server.
3. Ensure that the following services are running:
   • Workflow Timer Service
   • Workflow Manager Backend
4. If any service is stopped, restart it and test the workflow again.

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Step 5: Validate User Permissions

1. Go to the affected SharePoint list or library.
2. Check if the user who triggered the workflow has Contribute or Edit permissions.
3. If the workflow updates list items, ensure users have Full Control.
4. In Power Automate, ensure that the workflow has the necessary API permissions.

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Step 6: Look for External Service Failures

1. If the workflow integrates with external services (e.g., APIs, databases, email servers), check their availability.
2. Verify if the API keys or authentication credentials have expired.
3. If using Power Automate, go to “Connections” and refresh the authentication.

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Step 7: Review Workflow Throttling Issues

1. SharePoint limits the number of workflow instances running simultaneously.
2. If too many workflows are running at the same time, the instance may fail.
3. Go to Workflow History and see if other workflows have recently failed due to throttling.
4. Try running the workflow at off-peak hours or optimizing workflow performance.

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Step 8: Check for Large List Issues (SharePoint Online)

1. If the workflow runs on a list with more than 5,000 items, it may fail due to the List View Threshold.
2. Solutions:
   • Create indexed columns for filtering.
   • Use smaller views with item limits.
   • If using Power Automate, apply pagination in the settings.

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Step 9: Debug Using SharePoint Logs (For On-Premises)

1. Open the SharePoint ULS logs to check for detailed error messages.
2. Use PowerShell to filter logs: Get-SPLogEvent | Where-Object { $_.Message -like "*workflow*" }
3. Identify if there are database connectivity issues or workflow service failures.

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Step 10: Reconfigure Workflow Triggers

1. Open the workflow in SharePoint Designer or Power Automate.
2. Verify the trigger conditions:
   • Ensure it starts on item creation or modification as expected.
   • If manually started, check if users have permission to trigger it.
3. If triggers are incorrect, modify them and republish the workflow.

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Step 11: Delete and Recreate the Workflow

1. If all else fails, create a new version of the workflow.
2. Ensure the logic is copied correctly.
3. Publish the new workflow and test with different inputs.

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