Workflows

Workflows let you automate routine work across Structurell. Each workflow starts from a trigger, such as a record being created or a timed schedule, can check conditions along the way, and then triggers an action in another part of the platform. You build workflows visually by dragging steps onto a canvas and connecting them. You'll find them under Enable → Automation → Workflows.

Before you start

• Workflows must be included in your package. If you can't see Workflows under Enable → Automation, check your package or ask a subscription administrator. See Package and add-ons.
• You need permission to view workflows, and separate permission to create, change or delete them. See Users, teams, groups and permissions.
• When workflows are first switched on for your subscription, you may see a Setup progress page while they are prepared. You're taken to your workflows once setup has finished.

The workflows list

Go to Enable → Automation → Workflows. The page is titled Subscription Workflows and lists your workflows with their name, status and other details.

Summary tiles at the top show Active, Runs (24h), Failed (24h) and Avg duration (24h). Select Active to show only enabled workflows, or Failed (24h) to show the workflows whose latest run in the last 24 hours failed.

From the list you can:

• Select New to create a workflow.
• Use the row menu to Enable, Disable or Delete a workflow.
• Select several workflows and use the bulk actions to change or delete them together.

Some workflows are set up and managed by Structurell on your behalf. If you try to change one of these, you'll see the message "This workflow is managed by a service and cannot be edited here."

Creating a workflow

1. Select New on the workflows list.
2. On the Details tab, enter a Name and an optional Description. New workflows start with Status set to Disabled, so they won't run until you're ready.
3. Open the Toolbox tab and drag a trigger onto the Workflow Canvas.
4. Drag any processors and a final stage onto the canvas.
5. Connect the steps by dragging from the handle on one step to the next. The connections decide the order in which steps run, not their position on the canvas.
6. Select each step to open Configure step and fill in its settings.
7. Select Save and continue. After the first save, the workflow opens on its own page.
8. When you're happy with it, set Status to Enabled and select Save and continue again, or use Enable in the row menu on the list.

Available steps

The toolbox is split into Triggers, Processors and Final Stages.

Triggers

• Event Triggered starts the workflow when something happens in Structurell. Choose a Service, then an Entity, then an Event, for example a record being created or updated. The options depend on the services in your package.
• Schedule runs the workflow repeatedly. Choose a number of hours under Every and a number of minutes under And; the workflow runs at the combined interval, counted from when the workflow was created.

A workflow must have exactly one trigger.

Processors

• Conditions splits the flow in two: one branch for records that match and one for records that don't.
• Filters lets matching records continue and stops everything else.

For both, choose a Match requirement (Match all conditions or Match any condition), then select Add condition. Each condition has a Payload or context path (for example payload.status), an Operator and a Value. The operators are Equals, Does not equal, Contains, Is in list (separate values with commas), Exists, Is not empty, Greater than and Less than. Exists and Is not empty don't need a value. Every Conditions or Filters step needs at least one condition.

Final stages

• Trigger Event starts an action in another part of Structurell. Choose a Service, an Entity and an Action type, then fill in any extra fields the action asks for. The actions available depend on your package.

Working with the canvas

• The canvas header shows how many steps the workflow has.
• Select Full screen for more room, and Exit full screen (or press Esc) to return.
• Select Download Image to save a picture of the workflow.
• To remove a step, select it on the canvas, press Backspace, then save.

After the first save, a Versions tab shows the saved history of the workflow.

Deleting a workflow

Open the workflow and select Delete, or use Delete in the row menu on the list, then confirm. Deleting a workflow removes it permanently.

Troubleshooting

• My workflow isn't running. Check that its Status is Enabled. Disabled workflows never run.
• Runs are failing. Check that the workflow has exactly one trigger, that every step is connected, that no step loops back to an earlier one, and that every Conditions or Filters step has at least one condition with a path and an operator. These problems are found when the workflow runs, not when you save it. The Failed (24h) tile shows how many workflows failed recently.
• A condition never matches. Values are compared exactly, including capital letters. Check the path points to the value you expect.
• A save shows an error. Read the message, correct the setting it names and save again.