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Intro

This article covers Workflows management and governance topics like grants and workflow-specific permissions. Also, learn about workflow versioning and recovery. Admins and those with the Manage Workflows grant can manage alternative triggers to start workflows. Learn more about triggers below. Contact your Domo account team or Domo support for help enabling, configuring, or operating Workflows.

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• Required grants
• Manage permissions
• Edit the workflow name & description
• Edit a workflow
  • Access a locked version
• Delete a workflow
• Manage workflow versions
  • Version actions
  • Create a new version
• Manage workflow triggers
  • Create a workflow trigger
  • Delete a trigger
• View Workflow executions
  • Cancel workflows in bulk
  • Review execution details
  • Use playback controls
• Recover/retry an execution
  • Recovery options

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Required Grants

The following grants give you rights to the Workflows feature:

• Create Workflows — This grant allows you to create a new workflow, including from the template library. Anyone in the instance who needs to create new workflows should have this grant.
• Manage Workflows — This grant allows you to perform any action on any workflow in your Domo instance. Superusers, admins, and anyone who helps manage Workflows for the instance should have this grant. People with this grant who need to access executed workflow instances must specifically grant themselves the View Execution List and Edit Execution Details permissions to that workflow in the permissions modal. Learn about permissions in the next section.

The Manage Permissions section explains how to give non-admin users in your instance access to a specific workflow. There are a number of available permissions.

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Manage Permissions

Within Workflows, permissions are the way to provide people and groups granular access to a workflow. For example, a person must have Delete permission for a workflow before they can delete any version of it. Follow the steps below to manage permissions for a workflow:

1. From the Workflows default view, locate the workflow where you want to manage permissions and select More (horizontal three-dot icon) > Manage Permissions.
   
   The permissions modal displays.
   
2. Depending on your permissions, you can use the dropdowns to update permissions for any person or group in your instance.

3. Save your changes before closing the modal.

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Edit the Workflow Name & Description

If you have Edit or Admin permission for a workflow, you can change its name and description from the Workflows default view by selecting More (horizontal three-dot icon) > Edit Details.

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Edit a Workflow

If a workflow version hasn’t been deployed, you can continue to edit it by following these steps:

1. From your default Workflows view, select the workflow to open the versions list. Learn about the versions list.
2. In the version list, select More (vertical three-dot icon) > Edit Workflow for the workflow version you want to edit. The version opens in the canvas in edit mode.
   
   Access a Locked Version: Only one person can edit a pre-deployed version at a time. While someone is editing a pre-deployed version, other people who try to edit it receive a Version Locked modal to prevent updates from being written over. The modal provides the name of the person who is editing the version and offers the option to see the version in view-only mode.If you have Admin permission for the workflow, you can unlock a locked version. In this case, the modal warns that unlocking the version may result in unsaved changes by either person. For example, if someone unlocks a version while you are working on it, all of your unsaved edits are lost, and others can open and edit that version.

   

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Delete a Workflow

Deleting a workflow deletes all of its versions. You can’t delete a workflow with any active versions, so you must deactivate all versions before deleting the workflow. To delete the workflow, you must have Delete or Admin permission for it. Learn about permissions. Delete the workflow from the Workflows default view by selecting More (horizontal three-dot icon) > Delete.

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Manage Workflow Versions

You cannot edit a workflow after it’s been deployed. Instead, you must create a new version of the workflow—like a Save As —and edit the new version. A single workflow can have multiple versions, each with its own version number in <<major.minor.patch>> format (Example: 1.1.2). To view a workflow’s versions list, select the workflow from the Workflows home. In the Versions tab, the listed contributor is the version creator, which can differ from the workflow creator. Selecting a version from the list opens the canvas and displays the version’s graphical model in the least restrictive mode based on your permissions and the model’s status:

• If the version is deployed, the model opens in view only mode. You cannot edit a deployed version. To edit, you must create a new version.
• If the version is pre-deployed and you have only Read permission for the workflow, the model opens in view only mode.
• If the version is pre-deployed and you have Write or Admin permission for the workflow, the version opens in edit mode. Learn how to design a workflow.

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Version Actions

In the Versions tab, the More menu (vertical three-dot icon) for each version includes the following options, described in the table below.

Action	Required Permission	Description
View Only	View, Edit, or Admin	Opens the version in view-only mode.
Edit Workflow	Edit or Admin	**This is only available if the version has not been deployed. Opens the version in edit mode.
Edit Version Details	Edit or Admin	Opens a modal where you can edit the version description.
Create New Version	Edit or Admin	Opens the Create New Version modal. Learn how to create a new version.
Deploy	Deploy or Admin	Attempts to deploy the version. A version can’t run until it’s been deployed. Deploying a version activates it by default. If there are validation issues, you are required to resolve errors before deployment.
Activate / Deactivate	Edit or Admin	Deactivates/activates a deployed version. A version can’t run until it’s active. Deploying a version activates it by default. You can deactivate the version to keep it from running, but you can’t “undeploy” it after it’s been deployed. A deactivated version can’t be started.
Start	Execute or Admin	Initiates a workflow execution, including launching a form start.
Go to Executions List	View Execution List, Edit Execution Details, or Admin	Opens the Executions tab.
Delete	Delete or Admin	Deletes the version. You can’t delete a deployed version with an active status.

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Create a New Version

In the Versions tab, select + Add Version to view the following options:

• Blank Canvas — Selecting this option creates a new version of the workflow without using a previous version as a starting point.
• Existing Version — Selecting this option displays a list of all previous versions of the workflow. You can make changes to any version’s configuration and save it as a new version. Select any of the available versions to number your new version, add an optional description, and open it in the canvas. If you change the default version number, it must be in the <<major.minor.patch>> format. If a version number has already been used for the workflow, you can’t use it again.
  
  Version info: Deployed means that the workflow has been validated and can run.Active means that the workflow is currently configured to run on a schedule or in response to a trigger.You can deactivate a workflow to prevent it from running without deleting it. To see status details and other version info, go to the Executions tab.

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Manage Workflow Triggers

Triggers allow you to start a workflow from other places in Domo—such as inside an App Studio app—or with a timer. You can configure a manual trigger from the start shape inside that workflow version. There is no other process to set up a manual trigger. All the triggers configured for a workflow version display in the workflow’s Triggers tab. To create a workflow trigger, you must have the Manage Workflows grant and Admin or Execute permission to the workflow.

1. Choose the workflow from the Workflows home and go to the Triggers tab.
   
2. Select Add Trigger > < trigger type>.
   
   Each trigger type has its own setup requirements. After configuration, the trigger will be listed here in the Triggers tab.
   • App Studio — Go to the App Studio app where you want the trigger to originate and add the Workflow widget. Locate and choose the correct version of the workflow. In the image below, there are three available versions of the Resume Screening workflow. You want to trigger version 2.0.0 from inside your app, so you choose that version.
     
   • Pro-Code app — Choose an existing app from the Asset Library configured with a workflow and map it to a card, or use the Pro-code Editor to build a new app. Program the app design to use a workflow, which can be selected and mapped via the card configuration panel.
   • Alerts — Go to the DataSet’s Details page and navigate to the Alerts tab. While creating a new Alert or editing an existing one, set the Action as the workflow version you want to execute when the Alert is triggered. Learn how to create an Alert.
     
   • Workflow — Learn how to create a workflow trigger to trigger one workflow with another.
   • Timer — Choose the workflow version and configure a timer with an update interval and start time. The available update intervals are as follows:
     • Every Minute — Displays a Minute Duration dropdown with options for Every Minute, Every 5 Minutes, and Every 15 Minutes. After selecting an option, you can optionally check the box labeled Start Between and choose the start and end times between which the workflow runs on the interval if you only want the workflow to run during certain hours of the day.
     • Every Hour — Deploys the workflow every hour. Optionally, you can check the box labeled Start Between and choose the start and end times between which the workflow runs every hour. If the Start Between box is unchecked, the workflow runs once per hour, 24 times per day.
     • Every Day — Deploys the workflow once every day. In the Start field, select the hour you want the workflow to start. The End field automatically populates based on the chosen start field.
     • Every Weekday — Deploys the workflow one time every weekday (Monday – Friday). The workflow doesn’t start on weekend days (Saturday & Sunday). You must select the hour for the workflow to start in the Start field. The End field automatically populates based on the chosen start field.
     • Every Week — Deploys the workflow once per week. In the On this day field, select the day you want the workflow to start and the hour of the day that it should start.
     • Every Month — Deploys the workflow once per month on a specified day. Choose an option from the On this day dropdown. The options are the 1st of the month, the 15th of the month, and the Last day of the month. After choosing an option, choose the hour of the day that the workflow should start.

• API trigger — Choose the workflow version. Syntax is generated in JavaScript and Python. It contains a trigger ID. You can copy and paste the syntax into the API call. Any calls made with this trigger ID will be exclusively used for tracking purposes so you can identify which trigger initiated your workflow.
  

1. View your configured trigger in the Triggers tab. You can also view and configure triggers for deployed versions from the Triggers tab in the canvas.
   Note: Triggers cannot currently be copied from one workflow version to another.

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Create a Workflow Trigger

1. Open the triggering workflow in edit mode. It must be pre-deployed. Otherwise, create a new version.
2. Add a step to start the target workflow.
   1. Search for “Start Workflow” in the search bar of the action menu.
      
   2. Select the Start Workflow package.
   3. Locate the target workflow in the function list and map the necessary parameters.
   4. Save your changes.
3. Deploy the triggering workflow. The workflow trigger displays in the Triggers tab for that workflow.

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Delete a Trigger

You can delete triggers from Alerts, App Studio, Pro-code apps, and Workflows from the feature where it was configured. Delete a trigger from a timer or API call by using the Delete (trash can icon) option in their configuration modals.

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View Workflow Executions

Owners and those with Admin permission can view a workflow’s executions. Others can see or edit the workflow’s executions if they have View Execution List and/or Edit Execution Details permission to the workflow. From the Workflows home, select More (horizontal three-dot icon) > Go to Executions List. The Executions tab displays. The Executions tab includes a filter panel to sort executions by version, status, and time period; metrics tiles; and a pie chart that visually represents the metrics as percentages.

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Cancel Workflows in Bulk

To cancel multiple in-progress or failed workflow executions at a time in the Executions tab, toggle the switch labeled Cancel executions in bulk. You can’t change the status of a canceled workflow. Check the box for each workflow you want to cancel, or check the top box to “select all.” Then select Cancel executions. Note: The more workflows you cancel, the longer the request takes to process.

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Review Execution Details

If you have View Execution List permission to the workflow, you can select an execution from the Executions tab to view details about it, like how long a certain shape took to execute or the shape where the execution failed. The execution details display in the Workflows canvas, which includes the execution’s current status, playback controls, and a resizable data panel at the bottom of the screen. Executed workflows can have one of the following four statuses:

• Complete
• In Progress
• Canceled
• Failed

On the canvas, completed shapes display outlined in green, and any shape currently in progress is outlined in blue. If the execution was stopped before one or more shapes completed, the execution status is Canceled; if any shapes failed before completing, they are outlined in red and the execution status is Failed.

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Use Playback Controls

You can use the playback controls to start and replay execution events. The following table describes the playback controls:

Icon	Control	Description
	Toggle	Controls whether the screen begins to auto-play the execution or displays the furthest point reached in the flow.
	Replay	Replays the execution from the first start shape.
	Play	Plays or resumes the execution from the last stopped point.
	Stop	Stops/pauses the execution playback.
	Fast Forward	Increases the speed of playback. There are four speeds, and repeatedly selecting the button cycles through them.

During and after playback, you can select a shape to review its execution data. Selecting a shape highlights it and opens the data panel, which displays the values used in the shape, the variable names with their types, and the actual values used. User Tasks and Code Functions display inputs and outputs, while other shapes display the actual values of the variables when the shape was activated. For shapes that were activated multiple times, you can page through the iterations in the data panel to see the data for each iteration.

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Recover/Retry an Execution

If you have Edit Execution Details permission to a workflow, you can recover failed executions of the workflow. Recovery means that you can a) try to update the data at the errored shape and then b) retry the execution. To access Recovery mode for an execution, select the shape. In the shape’s data panel, select Edit Execution in the top right corner. In Recovery mode, a banner at the top of the screen displays the recovery options, which are described below.

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Recovery Options

The available recovery options include:

• Exit Recovery — Takes you back to view only mode.
• Retry — Attempts to run an execution again from where the workflow failed or is currently in progress.
• Cancel Instance — Stops a workflow execution and updates the status to Canceled.

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Edit Execution Data

While in Recovery mode, you can change input data at the current or last active point in the execution before attempting to retry it. To do this, locate the input you want to change in the data panel and select Edit for that input. After making your changes, make sure to select Keep to save them. Change as many data inputs on the shape as needed before selecting the Retry option in the banner.

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Cancel Workflow Executions

If you have a workflow execution in an In Progress status and you know it will never reach a Completed status, it is best practice to cancel it so that it displays properly in the logs and doesn’t get updated by mistake. If a User Task updates to Canceled, the task automatically voids in Task Center.