Workflow Editor

the workflow editor enables users to create new workflows and modify existing workflows understanding the workflows table we can observe that each record represents a workflow each workflow contains the following workflow name – the name of the workflow connection if there are connections within the workflow, you will see them listed here last run – the last date and time when the workflow ran created – the user who created the workflow and date and time when the workflow was created updated – the last user who updated the workflow and date and time when the workflow was updated status – here you can see if the workflow is activated if active, the color will be black; otherwise, it will be gray edit workflow explanation down below edit workflow page first way on the sidebar, click on the “workflows” option hover over the workflow you want to edit and click on the 3 points choose what you want to do with that workflow edit opens the workflow canvas directly, allowing you to modify your triggers, activities, logic, and configurations duplicate make an exact copy of your workflow instantly this is great if you want to test out new changes safely without messing up your original version export download your workflow as a json file use this to save a backup on your computer or share your workflow with another account settings open up the main configuration panel to rename your workflow, add a description, or adjust its global settings more explanations down below https //help engini ai/workflow editor#workflow settings move to folder – choose a folder from your sidebar to drop this workflow into it’s the easiest way to keep your dashboard clean and organized more explanations down below https //help engini ai/workflow editor#workflow folders delete – permanently erase the workflow from your account second way on the sidebar, click on the “workflows” option hover the name of the workflow you want to edit and click on it third way on the sidebar, click on the “history” option search for the workflow name and press on it press the edit button workflow settings this section defines the general configuration of the workflow, including its name, description, and connected apps it also controls execution settings such as concurrency limits and the maximum number of consecutive failures before the workflow stops you can access workflow settings from inside a specific workflow in the top bar, click the icon this will open the workflow’s general configuration panel, where you can manage the name, description, connected apps, and execution settings info the info section allows you to define the workflow’s name and description and view metadata such as creation date, last update, and connected applications name defines the workflow name it can also be edited directly from within the workflow editor itself description allows you to add a short explanation of what the workflow does for documentation purposes concurrency determines how many runs of the workflow can execute simultaneously apply concurrency limits to waiting workflow when enabled, concurrency limits will also apply to workflow runs that are in a waiting state consecutive failures limit sets the maximum number of consecutive failed runs allowed before the workflow is automatically stopped the maximum is 10 create displays who created the workflow and when this information is also visible on the main workflows home page updated shows who last updated the workflow and the date of the update this is also available on the workflows https //app engini io/workflows home page connections lists the apps and connections used in the workflow this information can also be viewed from the workflows https //app engini io/workflows home page save saves any changes made in the workflow https //app engini io/workflows settings sort use the sorting options to organize the workflows list according to the information you want to display first to change the sorting, click the relevant column name for date based columns, clicking the column name opens the available sorting options name based columns are initially sorted automatically from a – z , and clicking the column name allows you to switch the sorting direction workflow name sorts the workflows alphabetically by workflow name by default, the list is sorted from a – z a – z – displays workflow names in alphabetical order z – a – displays workflow names in reverse alphabetical order last run click the column name to display the available sorting options oldest first – displays workflows with the oldest last run first newest first – displays workflows with the newest last run first created click the column name to sort by the creator or creation date a – z – sorts alphabetically by the creator’s name z – a – sorts in reverse alphabetical order by the creator’s name oldest first – displays workflows with the oldest creation date first newest first – displays workflows with the newest creation date first updated click the column name to sort by the last user who updated the workflow or by the update date a – z – sorts alphabetically by the name of the last user who updated the workflow z – a – sorts in reverse alphabetical order by the user’s name oldest first – displays workflows with the oldest update date first newest first – displays workflows with the newest update date first status sorts the workflows according to their current status active or inactive a – z – displays active workflows first, followed by inactive workflows z – a – displays inactive workflows first, followed by active workflows workflow folders the left sidebar allows you to organize your dashboard using custom directories keeping your workflows grouped into folders makes managing multiple automations a breeze all workflows – this views your entire workflow library in one master list the number on the right shows the total count of all workflows created across your entire account uncategorized – this acts as your default inbox any new workflow you create starts here automatically until you choose to move it into a specific folder new folder – click this button to create a brand new custom folder you can give it a name (like 'production', 'marketing', or 'tests folder') to start categorizing your work add activity engini activities represent individual steps in your workflow there are two types of activities available trigger – appears only one time in each workflow and always at the top the trigger is what initiates the workflow run action – there is no limit to the number of actions you can add to your workflow to add an action, follow the next steps press the '+' sign that pop up when you get your mouse closer to the line if you want to add an action between two existing activities, hover over the arrow between the two actions and click on the plus icon that appears you can choose to add a sequential action that will appear before the lower of the two activities – click on “add action” you can choose to add a parallel activity – click on “add as parallel branch” if you want to add an action after the last action you added, click on the “next step” button choose the engini software and click on the name of the action you want to use for more information on the types of actions for each software, see the "apps" https //help engini ai/apps delete actions delete one action stand on the action you want to delete click on the trash option delete multiply actions there is also an option to delete multiple actions simultaneously select the actions you can select multiple actions by holding ctrl (on windows) or command ⌘ (on mac) and clicking on each action you want, similar to selecting multiple files, or by simply clicking and dragging with the mouse to select several actions at once for example, if you select actions 4 and 5, a dashed outline will appear around them to indicate they are selected deleting the actions to delete, simply press the delete key on your keyboard after selecting the actions it is not possible to click the trash icon on a specific action when multiple actions are selected note after deleting actions that are positioned between other actions, you need to manually reconnect the flow to ensure the workflow remains valid copy to clipboard stand on the action you want to copy to clipboard click on the “copy to clipboard” option the action is created disconnected from all other actions it is now possible to attach the copied action to the rest of the workflow skip action you can choose to skip an action in your workflow to do so, follow these steps stand on the activity you want to skip click on the “skip action” option now the activity in the workflow is a bit blurry the skip function helps to better understand the building of the automation when there are problems and errors rename activity click on the three dots on the right side of the activity click on the “rename” option the name field will be opened for editing, and you will be able to change the name of the activity when you finish editing the activity name, click outside of the input field and the name will be saved automatically note that if you won’t save the workflow the name change won’t take effect refresh the connection if you updated fields or objects in your software after the activity was created you can “refresh” the connection, and then you will be able to use the fields or objects you updated click on the activity click on the three dots on the right side of the activity click on the “refresh” option configure run after you can set a activity to run after the previous neighboring activity has succeeded or failed the action will work only after the success or failure of the action before it by default, each activity is configured to run after previous neighboring activity has succeeded to change the default settings, do the following click on the three dots on the right side of the activity click on the “configure run after” option after clicking on the option, the display of the activity will change and you can define if you want the current activity to work only after the previous activity succeeded, failed or both of them click the “apply” button to return the previous activity view 4 options run only on success (default) is successful check has failed \ unchecked the step executes only if the previous step completes successfully if the previous step fails, this step is skipped run only on failure (error handling) is successful unchecked has failed \ check the step executes only if the previous step fails use this to trigger fallback actions, log errors, or send failure alerts run always is successful checked has failed \ checked the step executes regardless of the outcome whether the preceding action succeeds or fails, the workflow will continue through this step never run is successful unchecked has failed \ unchecked the step will never execute this is useful for temporarily pausing or disabling a specific branch of your workflow without deleting the blocks configure context the context field is a field that can be populated at runtime this is a global variable in the workflow that you can populate in different activities throughout your workflow, and the value that will be displayed to the user is the last value that was populated in this variable the value received in the field can be seen in the history table and thus allow the user to easily identify which run history to open click on the three dots on the right side of the activity click on the “configure context” option after clicking on the option, the display of the activity will change and you can define the context click the “apply” button to return the previous activity view configure retry policy the retry policy is a mechanism designed to handle temporary failures by automatically re executing a specific action before the workflow proceeds to the next steps click on the three dots on the right side of the activity click on the “configure retry policy” option define the following fields max retries sets the number of repeat attempts (0–100) the system performs if the initial action fails if set to 0 , no retries will occur if set to 1 , a total of two attempts will be made (the initial run plus one retry) in the event of a failure delay between retries defines the waiting period between retries, delays of 30+ seconds put the workflow to sleep until the next try time type select the time measurement (seconds, minutes etc) retry conditions (optional) specifies particular rules for when a retry should occur, if left blank, the system retries on any failure add conditions insert another conditions to be more precise apply saves and activates the configured retry logic for this specific action dynamic connection enable use of several different connections within the same activity click on the 3 dots inside the action on the right side of the activity again inside click on the 3 dots choose "dynamic" choose between two types of connection connection id click on the empty field near the connection label and select the relevant connections for this activity you can define conditions with functions https //help engini ai/enginis functions that will choose which connection to use in this activity credentials enter the connection credentials directly for this activity, either by typing a fixed value or by using a dynamic expression the available fields depend on the selected connector and may include values such as an api key, access token,account id or other authentication details any value entered here overrides the corresponding value stored in the connection for this activity only leave a field empty to use the value saved in the original connection click “done” to save your selection managing activity data add fields enable use of several different fields according to the use of activity while the available options change depending on the activity you choose, the concept always stays the same you are setting up rules to decide when an activity should actually run for example choose the add field option, a drop down of options will pop up choose the field you want to use choose from the drop down the field you want to fill click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field you can populate the field in one of the following options (depending on the column type, please refer to the column types reference https //help engini ai/mondaycom ) static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values (using the tooltip that opens when clicking on the field) repeat steps 1 3 for all the fields you want to populate add filters enable use of several different filters according to the use of activity while the available options change depending on the activity you choose, the concept always stays the same you are setting up rules to decide when an activity should actually run for example choose the add filters option, a drop down of options will pop up choose the field you want to filter select from the drop down the field you want to add the condition on select the condition you want the record to meet click on the empty field and the tooltip will pop up showing the options you can choose you can populate the field in one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values (using the tooltip that opens when clicking on the field) repeat steps a d for all the fields you want to populate add conditions some triggers include an add conditions option add conditions allows you to define rules that determine when the trigger should continue based on the data received or selected for example choose the add conditions option a dropdown of available condition fields will pop up choose the field you want to apply the condition on select from the dropdown the field you want to apply the condition on select the condition you want the record to meet click on the empty value field the tooltip will pop up and show the available options you can populate the field in one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values (using the tooltip that opens when clicking on the field) repeat these steps for each condition you want to add note the available fields and conditions may change depending on the activity you choose, but the concept stays the same you select a field, choose the condition it must meet, and define the value to compare against in some triggers, the available condition fields depend on the selected object type in these cases, select the object type first after the object is selected, engini loads the relevant fields for that specific object, and those fields become available in the conditions section if a different object type is selected, the available condition fields may change accordingly for example with objects if the activity or trigger includes an object type field, select the relevant object first choose the add conditions option a dropdown of available condition fields will pop up choose the field you want to apply the condition on select from the dropdown the field you want to apply the condition on select the condition you want the record to meet click on the empty value field the tooltip will pop up and show the available options you can populate the field in one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values (using the tooltip that opens when clicking on the field) repeat these steps for each condition you want to add add sorts enable use of several different sorting options according to the use of activity while the available options change depending on the activity you choose, the concept always stays the same you are defining how the returned records should be ordered for example choose the add sort option, a drop down of options will pop up choose the field you want to sort by select from the drop down the field you want to sort by select the sorting direction you want to apply you can choose one of the following options ascending – sorts the records from lowest to highest / a z descending – sorts the records from highest to lowest / z a workflow edit top bar save when you’re done editing your workflow, click the save icon to save your progress the workflow isn’t saved automatically if you have unsaved edits and you try to leave the page, to restore previous version or to run a workflow, engini will display the unsaved changes dialog you can then choose from the following options leave without saving to leave without saving save to keep your new edits and proceed to the page you wanted to navigate to x to dismiss the dialog and remain on the page in addition, if you try to access another page without saving your changes in engini, the system will display the following message this is an extra layer of protection to ensure you don’t lose your work unintentionally you can choose to leave the page or remain on the engini page by clicking cancel run run your workflow to ensure that all components are functioning correctly to learn how to run workflow click here https //help engini ai/run and stop workflow#how to run workflow export allows you to download the workflow configuration file so it can be imported into another environment or used as a backup after clicking export , the workflow is downloaded to your computer as a json file you can then refer to the import & export workflow https //help engini ai/import export workflow guide (link here) to learn more about how to use it settings this section defines the general configuration of the workflow, including its name, description, and connected apps to learn more click here https //help engini ai/workflow editor#workflow settings history & restore click on this to see all the history log of this workflow you can restore a previous version of the workflow too if you want to restore to a previous version, follow the next steps click on the restore icon located at the top bar go to versions choose the version you want to restore click on "restore this version" after getting the message below, need to "save" the workflow to change the version note previous versions of workflows over 45 days will be automatically removed workflow status a workflow in engini has two types of states active or inactive active workflows run when their trigger is activated and also when you run them manually by testing them you can switch between the two statuses whenever you want (active workflows can become inactive and vice versa), by clicking the on/off button in the top bar to save the workflow status you have to save the workflow you can also change the workflow status from the details page of the workflow or from the workflow’s table using values from previous operations after you add an action, press on the empty field to enter a value choose the previous activity from which you want to take a value and press on the arrow next to it choose the value you want to use webhook metadata metadata can be useful for storing additional information about the object in a structured format if you would like to use the metadata of certain connector choose the action of the desired connector press on the arrow next to the “webhook metadata” choose the the data you need url the address where the webhook expects to receive http requests, it’s where the data will be sent after trigger method the http method used for sending data to the webhook endpoint headers\[] http request headers contain additional information related to the request itself query parameters\[] key value pairs, where the key identifies the parameter and the value is the information associated with that parameter url parameters\[] the additional information appended to a url that is sent to a web server as part of an http request body the request body contains data that the client wants to send to the server workflow editor bottom bar the bottom toolbar provides quick actions to control the canvas view and workflow behavior zoom to fit adjusts the canvas view to display the entire workflow within the screen collapse all collapses all actions that contain nested steps (such as if, for each, or switch), hiding their internal actions so they are not displayed on the canvas for example, if you have a for each action with inner actions inside it, clicking this option will hide those internal actions a collapse indicator will appear next to the parent action, showing that it contains hidden steps note when all nested actions are collapsed, the button changes to expand all , allowing you to expand and display all internal actions again zoom out decreases the zoom level to show more of the workflow zoom in increases the zoom level for a closer view of specific actions undo reverts the last change made in the workflow tidy up automatically arranges the actions on the canvas into a cleaner and more organized layout when the workflow appears messy or misaligned for example, when the workflow becomes messy and actions are not aligned properly, it can be hard to follow the flow and understand the logic after using tidy up , the workflow is automatically rearranged into a clean, structured layout, making it much easier to read and work with search allows you to quickly find actions within the workflow right click actions menu you can also right click anywhere on the canvas to open a quick actions menu add new node (tab) – quickly add a new action to the workflow for more information click here https //help engini ai/create workflow#add your actions select all (ctrl+a) – select all actions on the canvas tidy up (alt+t) – automatically organize and align the workflow layout for more information click here paste (ctrl+v) – paste copied actions copy (ctrl+c) – copy selected actions delete (del) – delete selected actions for more information click here https //help engini ai/workflow editor#delete actions note the copy and delete options are only available when one or more actions are selected, and the paste option appears only after an action has been copied