Workflows

Workflows allow you to automate processes for your Gridfox records. For example, you may want to be notified by email when a new customer record is created.

A workflow is defined by:

• Which table the workflow is acting on
• Which action triggers the workflow
• Optionally, any conditions which limit when the workflow is triggered
• The workflow action

You can create multiple workflows for your Gridfox tables.

Creating a Workflow

To create a new workflow, open project edit mode by clicking Edit Project in the top right hand corner.

Select Workflow.

Click Create Workflow in the left hand side pane.

Give the workflow a name and select a table from the list.

Trigger Types

A workflow can be triggered when a record for the selected table is created, updated or deleted.

Trigger Type	Explanation	Example
Created	Workflow steps will trigger when a new record for the selected table is saved	Send an email when a new company is created
Updated	Workflow steps will trigger when a change is made to an existing record for the selected table	Send an email when a company's status is updated
Deleted	Workflow steps will trigger when an existing record for the specified table is deleted	Send an email when an existing company is deleted from the system

Adding a Workflow Condition

Conditions can be added to workflows to ensure that the workflow steps are only carried out when certain criteria are met. This is an optional step; it is not mandatory to have a workflow condition specified for a workflow.

Workflow conditions are one of the following types:

• When a user field on the selected table matches a specified user
• When a list field on the selected table matches a specified list item

TIP

A workflow can only have one workflow condition specified.

To add a workflow condition, click the plus button on the workflow canvas.

Select Workflow Condition in the modal.

Select a field to add the condition on, remembering this can only be of type User or List. Then select a value for that field. For example, you may only want to receive an email when a new high priority customer is created.

You have now added a condition to the workflow which will limit when a workflow action will be triggered.

Deleting a Workflow Condition

To delete a workflow condition, hover your mouse over the workflow condition and select the delete icon.

Adding Workflow Steps

Workflow steps are the actions that are taken once a workflow is triggered.

The following step types are supported.

Step	Description
Send Email	Sends an email to a defined set of recipients
Azure Service Bus	Adds records to an Azure Service Bus Queue

To add a workflow step, click the plus button on the workflow canvas.

Select the workflow step you would like to add from the modal and complete the required information. Each of the workflow steps is described in turn below.

Send Email Workflow Step

A workflow can send an email to specified recipients when the workflow is triggered and any workflow conditions are met.

An email must have:

• Recipients
• Email Subject
• Email Body

Emails are plain-text and the same email will be sent for every record that triggers the workflow.

Azure Service Bus Queue

To add records to an Azure Service Bus queue you will need to specify the following:

• Connection endpoint
• Queue name
• Shared access signature name
• Shared access signature value

You can optionally select to include children in the Azure Service Bus message.

Saving Workflows

Once you have created your workflow and added the required steps, it can be saved. Click the Save Workflow button in the bottom of the left hand side pane.

Editing Workflows

Workflows can be edited at any time. To find the correct workflow, search in the left hand side pane.

Select the workflow that you would like to amend. Make any necessary changes then click the Save Workflow button.

Deleting Workflows

To remove a workflow, find the workflow in the left hand side pane. Select the workflow. Click the Delete icon at the bottom of the pane.