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Workflow Beta
Workflow runs the steps of a saved query or report in order, on a schedule, and connects them to follow-up actions like email, Slack, or an LLM. Open it from global nav > Workflows.
Viewing and editing are available to the users and groups set as owners of the workflow. Creating a workflow requires workspace editor permission or higher. See Workflow permissions for details.
INFO
This feature is in beta. The specification might change without notice.
Key features
- Creating and managing: Create, edit, activate/deactivate, run manually, duplicate, and delete.
- Schedule: Hourly / daily / weekly / monthly, with a time zone.
- Steps: Run Query / Run Report / Screenshot / Email / LLM / Slack.
- Execute-if conditions and template variables: Pass results from earlier steps to later ones, and run steps conditionally.
- Run history: Review past runs and the outcome of each step.
- Owners: The users and groups who can view and edit the workflow.
- Use cases: Example setups such as Slack notifications.
Screen layout
| Screen | Contents |
|---|---|
| List | Shows name, status, trigger, steps, last run, updated date, and owners. Includes New workflow and search |
| Create/edit | Set General, Trigger (Schedule), and steps |
| Detail | Has Workflow settings and Run history tabs. You can Run now / Edit / Activate or Deactivate / Delete |
The row menu in the list also has Edit / Duplicate / Deactivate or Activate / Delete.
Creating and managing
Creating
You can create a workflow in either of the following ways. Creating requires workspace editor permission or higher.
- Open global nav > Workflows and select New workflow.
- From the right sidebar > Workflows on a query detail, select New workflow. In this case, the workflow opens with step 1 already set to Run Query for that query.
A newly created workflow starts as Inactive. To start running on a schedule, Activate it after saving. The creator is automatically set as an owner.
Editing and saving
Open the editor from Edit on the detail screen or in the list. Select Save to update the definition.
Activating and deactivating
| Action | Description |
|---|---|
| Activate | Sets the status to Active and runs it on the configured schedule. If there are unsaved changes, save first. You can't activate a workflow if you've reached the limit on active workflows |
| Deactivate | Sets the status to Inactive; scheduled runs stop |
You can run a workflow manually with Run now even when it's Inactive. If the editor has unsaved changes, save first.
Duplicating and deleting
| Action | Description |
|---|---|
| Duplicate | Creates a new, Inactive workflow with (copy) added to the name. Requires create permission |
| Delete | Deletes the workflow after confirmation. It stops running, and its run history also becomes inaccessible |
Schedule
Configure this under Trigger > Schedule in the editor.
| Item | Description |
|---|---|
| Repeat every | Choose a frequency: hour / day / week / month |
| Start minute | For hour. Choose from 00 / 10 / 20 / 30 / 40 / 50 |
| Start time | For day / week / month.Set the hour ( 00-23) and minute (00 / 10 / 20 / 30 / 40 / 50) |
| Day of the week | For week. Select one or more days |
| Date | For month. Choose one day from 1-28 |
| Time zone | Set together with Start minute / Start time |
Status
Workflow
| Label | Meaning |
|---|---|
| Active | Scheduled to run |
| Inactive | Not scheduled to run |
Run (job)
| Label | Meaning |
|---|---|
| RUNNING | In progress. Select Stop to cancel |
| SUCCESS | Completed |
| FAILED | Failed |
| CANCELLED | Cancelled, for example by stopping it |
Step result
| Label | Meaning |
|---|---|
| PENDING | Not started yet |
| RUNNING | In progress |
| SUCCESS | Completed |
| ERROR | Failed |
| SKIPPED | Skipped due to an execute-if condition |
| CANCELLED | Cancelled |
The trigger shown for a run is the user for manual runs, and Schedule for scheduled runs.
Run history
The Run history tab on the detail screen shows past runs.
Constraints
- A workflow can have up to 20 steps (Limits).
- A workflow can have up to 30 owners (Limits).
- The maximum number of active workflows depends on your contract (Limits; check under global nav > Workspace settings > Usage).
- Workflow names must be 1-100 characters, and descriptions up to 1,000 characters.
Permissions
See Workflow permissions for the conditions for each action.
The list shows workflows you own. A workspace owner can see every workflow in the workspace in the list.