Workflows Page

The Workflows page displays a list of all Workflows and allows you to view, modify, change their status, relocate to a different folder, duplicate, and delete them. From this page, you can also create a new Workflow.

Opening the Workflows Page

To open the Workflows page

• Click the Enforcement Center icon on the left navigation panel, and then click the Workflows tab.

The Workflows page consists of the following main elements:

• Folders pane (left pane)
• Search/Filter bar
• Workflows table (main area)

The Folders Pane

Refer to Managing Workflows on how to organize your Workflows and manage them.

The Workflows Table

The Workflows table displays a list of Workflows. Each row in the Workflows table lists one Workflow. Users can only see the Workflows created by other users in the same Data Scope.

The Workflows table includes the following fields:

• Structure - Displays the first four icons of the events and actions configured in the Workflow and indicates the number of additional ones. Hovering over the icons displays a reduced size Workflow.
• Workflow Name – The default name or name assigned to the Workflow.
• Trigger Type – The type of Workflow trigger. Available triggers: Event, Scheduled, Manual
• Trigger - What triggers the Workflow, according to the Trigger Type:
  • Event - The name of the selected triggering event.
  • Scheduled - The schedule configured for triggering the Workflow.
  • Manual - 'On Demand'
• Total Runs – The total number of times the Workflow was run.
• Last Run – The date and time that the Workflow was last run (in UTC time).
• Last Run Status - The status of the last Workflow run: Awaiting, Completed, Delayed, Failed, In Progress, Terminated, Timed Out.
• Last Updated – The date and time that the Workflow was last edited (in UTC time).
• Workflow Status – The status of the Workflow. Possible statuses: Active, Paused (as defined in the Workflow settings), Deactivated or Terminated.
• Query Name - Relevant for Workflows with an Action trigger. The Workflow runs on assets matching this Query, which is configured in the triggering Action.

Filtering the Workflows Table

You can filter the Workflows table to view a subset of Workflows by selecting from the following lists:

• Search workflow – Searches all text fields.

• Workflow Name – Filters the list by Workflow name.

• Trigger Type – Filters by the type of trigger that triggered the Workflow. Available triggers: Event, Manual, Scheduled

• Scheduling Type - For Scheduled trigger type, filters by the type of scheduling. Available scheduling: Every global discovery cycle, Every x hours, Every x days, Days of week, Days of month.

• Event Type – Filters by the Events in the Workflow.

• Action Type – Filters by the Actions in the Workflow.

• Query - Filters by an Action trigger that contains this Query.

• From/To – Filters the Workflows that ran in the specified period of time.

  • Click From and select the date and optionally the time (right pane) from which to display results. Repeat for To and then click Ok.
  • Both From and To dates must be filled in and be earlier than or on the current date.
  • Click the arrows to the left/right of the Month/Year header to open the previous/next month's or year's calendar page.
  • To filter results only for a specific date, select the same date twice.
    
  
  
  
  
  You can click the following to perform quick actions on filters:

  • Select All - Selects all options in a specific filter.
  • Clear All - Clears all selections in a specific filter. 
  • Reset - Clears all filters and displays the entire table.

Creating a Workflow

Click Create Workflow to configure a new workflow. To learn more, see Creating a Workflow.

Performing Actions on Workflows

Directly from the Workflows page, you can perform the following actions on one or more Workflows:

• Change the status (activate/deactivate) of one or more selected Workflows.
• Delete one or more selected Workflows.
• Duplicate a single Workflow.
• Open a Workflow in a new tab.
• Move selected Workflows from one folder to another.

Changing the Workflow Status

By default, a newly created Workflow is in Active status.
Directly from the Workflows page, you can activate one or more deactivated Workflows or deactivate one or more active Workflows.

To change the status of one or more Workflows directly from the Workflows page

1. In the All Workflows table, hover over the row of a Workflow, and then at the end of the row, click the Change Workflow Status icon or select the checkboxes of one or more Workflows, and then on the top right of the table, click the Change Status action .

2. From the Status dropdown that opens, click the relevant status (only one is enabled): Activate Workflow or Deactivate Workflow. Under the Workflow Status column, the status of the selected Workflows changes to Active or Deactivated, respectively.

Deleting Workflows from the System

You can remove one or more entire Workflows from the system directly from the table on the Workflows page. Once deleted, you can't retrieve the Workflows.

To delete one or more Workflows from the Workflows page

1. In the All Workflows table, hover over the row of a Workflow, and then at the end of the row, click the Delete icon or select the checkboxes of one or more Workflows (the number of selected records is displayed next to the Total results), and then on the top right of the table, click the Delete action . The system asks you to confirm the deletion.
   You can also select all records in the table or clear your selection.
2. Click Delete Workflow/Delete Workflows to confirm. The selected Workflows are completely deleted from the system. This can't be undone.

Duplicating a Workflow

You can duplicate a single Workflow directly from the Workflows page. Duplicating a Workflow is useful if you want to create a new Workflow that has a similar structure.

To duplicate a Workflow

1. In the All Workflows table, hover over the row of the Workflow that you want to duplicate, and then at the end of the row, click the Duplicate icon or select the checkbox of one Workflow, and then on the top right of the table, click the Duplicate action. You can duplicate only one Workflow at a time.
   The 'Make a copy of the workflow' dialog opens.

2. Use the name provided or type a Workflow name of your choice.

3. Click Create a Copy. The Workflow canvas opens and a message is displayed on top informing you that the Workflow was created successfully.

4. Make the required changes to the new Workflow and save it. The new workflow now appears in the Workflow table.

Opening a Workflow in a New Tab

You can open a Workflow in a new tab.
To open a Workflow in a new tab

1. In the All Workflows table, hover over the row of the Workflow that you want to open, and then at the end of the row, under the More Actions menu, click the Open Workflow action, or select the checkbox of one Workflow, and then on the top right of the table, under the More Actions menu, click the Open Workflow action. You can open one Workflow only at a time.
   The Workflow opens in a new tab. The Workflow canvas is displayed in the left pane and the configuration of the triggering event/action is displayed in the right pane.

Moving Workflows to Another Folder

You can move one or more Workflows from the Shared Workflows folder or subfolder (or from the All Workflows folder) to another Shared Workflows subfolder. You cannot move Workflows from the Drafts subfolder.

To move Workflows to another folder

1. In the All Workflows table, hover over the row of a Workflow, and then at the end of the row, click the Move to Folder icon or select the checkboxes of one or more Workflows, and then on the top right of the table, under the More Actions menu, click the Move to Folder action . A Folder List dropdown opens.

3. Use the vertical and horizontal scrollbars to find the destination folder you want or search for a specific folder by entering part or all of its name in Search Folders.
4. Click the destination folder, and then click Move. The Workflows are moved to the selected folder.

Viewing and Editing a Workflow

You can view the configuration of any workflow that is listed in the Workflows table, and edit, as permitted. To learn more, see Viewing and Editing Workflows.

Viewing Results of Workflow Runs

Click Run History to view the results of Workflow runs. To learn more, see Viewing Workflows Run History.