Manage workflows

Restricted functionality

This functionality can only be accessed when having one of the following roles:

• OWNER
• CLUSTER_ADMIN
• SUPPORT_L2
• SUPPORT_L3
• SCIENTIFIC_SUPPORT

Learn more about roles here.

The Workflow Registry is where you create and maintain workflows — reusable automations that projects can subscribe to. You can find it in the navigation under “Workflow Registry”.

Search and filter workflows

Use the search field to look up a workflow by its ID, name or description. Click the filter icon next to it to narrow the results down further by tag. Your search term and selected tags are reflected in the page URL, so you can bookmark or share a link that points directly to a specific workflow or filtered view.

Add a workflow

Click Add workflow to open the workflow dialog. It contains the following fields:

• Name – the name of the workflow.
• Description – a short description of what the workflow does.
• Tags – free-text tags used for search and filtering. Type a tag and press Enter to add it.
• Set cooldown – if checked, reveals a Cooldown (seconds) field: the time after an execution during which the workflow will not run again for the same project, even if it is triggered again.
• Set maximum repetitions – if checked, reveals a Repetitions field. Once a project has reached this number of executions, the workflow no longer runs for it. Setting it to 1 shows a note that the workflow will only ever run once per project.

Triggers

Below the main fields, the Triggers section lists the workflow’s triggers. Click the ”+” button to add one. Triggers are combined with OR — the workflow is checked as soon as any one of them fires.

In the trigger dialog, first choose a Trigger type:

• Time – enter a Cron schedule expression (five fields, e.g. 0 * * * * for hourly).
• Event – enter the Event name to listen for.

Existing triggers are listed with edit and delete buttons. Saving a trigger, condition, or action validates it immediately and shows an error in its dialog if it is invalid, instead of closing the dialog.

Conditions

The Conditions section lists the workflow’s conditions, evaluated in order and combined with the AND/OR operator shown between them — see the conditions reference for the full expression syntax. A workflow without any conditions always runs once triggered.

Click the ”+” button to add a condition. Enter the Expression in the multiline field; a syntax-highlighted preview of what you typed is shown below it as you type. Click the help icon next to the field for a quick reference of the available names, functions and a few worked examples.

Between two existing conditions, click the small AND/OR button to toggle how they are combined.

Actions

The Actions section lists the workflow’s actions. They run in the order shown; if one fails, the remaining actions are skipped. Click the ”+” button to add one and choose an Action type:

• Send email – Recipient (PI, PC, a person ID, or a literal email address), Subject, Content, and optional CTA button text/CTA button URL.
• Trigger event – Event name and an optional Payload as JSON, e.g. { "key": "value" }.

Note

Only the send email and trigger event action types are currently available. See the actions reference for details on what each one does.

Once you are happy with the workflow, click Add (or Save when editing). The workflow is validated as a whole before it is saved; any errors are shown in the dialog so you can fix them without losing your input.

Edit a workflow

Click the pencil icon on a workflow’s card to reopen the dialog, prefilled with its current configuration. Change what you need and save.

Delete a workflow

Click the trash icon on a workflow’s card. You will be asked to confirm:

Caution

Are you sure you want to delete the workflow? This will cause the deletion of all related workflow subscriptions. This action cannot be undone.

API access

Workflows, subscriptions and executions can also be managed via the WorkflowManager REST service, which supports the same create, update, delete and verification operations as the UI. See API usage for how to generate an API token and find the full endpoint documentation for your installation.