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Expense Workflow Integration Troubleshooting

Summary​

Workflow-managed claim is stuck, start failed, callback was ignored/rejected, or direct approval conflicts.

Audience​

  • Employees, managers, HR administrators, support engineers, developers, QA engineers, DevOps engineers, and solution architects, as applicable to the symptom.

Cause​

Use the verified possibilities in Likely causes; do not infer an environment-specific cause without evidence.

Resolution​

Use Safe resolution, then complete Validation. Stop and escalate if the required action exceeds approved access.

Symptoms​

Workflow-managed claim is stuck, start failed, callback was ignored/rejected, or direct approval conflicts.

Scope​

HTTP workflow start, instance linkage/state verification, callback, and terminal claim decision.

Likely causes​

  • Workflow start unavailable
  • Claim lacks or has unexpected workflow linkage
  • Terminal callback not received
  • Decision/subject mismatch
  • Optional live state conflicts
  • Duplicate callback reached an already-terminal claim

Safe diagnostic steps​

  • Confirm claim is workflow-managed and current status
  • Check Expense audit/timeline for workflow start/callback category
  • Check Workflow instance through approved tooling
  • Compare terminal decision category with callback result
  • Treat an ignored duplicate as idempotent if claim is already terminal

Safe resolution​

Restore the supported Workflow/callback path and allow one valid terminal decision. Do not manually mutate claim/workflow state or simulate callbacks outside approved tooling.

Validation​

Claim reaches Approved or Rejected once and emits only the corresponding terminal event.

Evidence to collect​

Claim status, workflow-link presence, instance status category, callback result, audit/timeline category, timestamp, correlation evidence.

Escalation​

Workflow owner and Expense owner together; security/access owner for callback governance.

Requires confirmation​

Any corrective action beyond the supported resolution, incident ownership, response objectives, and production evidence locations require confirmation.

Source References​

  • microservices/src/expense-service/Application/Commands/ExpenseClaimCommands.cs
  • microservices/src/expense-service/Infrastructure/WorkflowServiceClient.cs
  • microservices/scripts/smoke-expense.ps1

See Also​

Keywords​

  • Expense troubleshooting
  • Workflow Integration

Revision Information​

  • Status: Draft
  • Last reviewed: 2026-07-16
  • Review cycle: Quarterly