Automations and notifications

An Automation allows an action, such as running a Workflow, to happen automatically whenever an event, such as data being loaded, occurs.

Events

An Automation listens for chosen events to occur. These events fall into different categories:

• Custom events
• Events for a particular Space: Dataset loaded/load failed, Workflow started/completed/failed, etc.
• System related events: licensing, disk space, user management, etc.

Multiple Events

If multiple events are selected then a Time period for all events to occur must be entered. Once all the events have happened, within the specified number of minutes, the Automation will trigger.

Alternatively, there is an option to Trigger Automation if time expires without all events occurring which will trigger the Automation at the end of the time period if any of the events have happened.

Event filters

In most cases it will be necessary to add filters for each event. Without a filter, the Automation will be triggered when the chosen event occurs for any object.
For example, if the event type 'Workflow started' is chosen without any filter, the Automation will be triggered each time any Workflow in the Space is run.
It is more likely the Automation should be listening for a specific object(s), say 'Workflow ABC' or 'Workflow XYZ', rather than any workflow.

Custom events

A Custom event is a separate object that can be created and shared across Spaces, similar to sharing a View.
This type of event can contain parameters that can be used as event data for a workflow run (see the Fire Event step) or as data items in an email notification.

Parameters

To populate the event parameter:

1. Create/edit a Workflow.
2. Add a Fire event step.
   To use this step, at least one Custom event has to exist.
3. On the Fire event step, select the Custom event containing the defined parameter.
4. Click the Parameter dropdown.
   You can type in a value manually, select Special characters or select First column value (any value from the first row of a column of the connected step).

For example, specific Dataset batch metadata could be included as a parameter on the Fire event step of a Workflow in order to notify users about the number of records processed, or the number and type of errors detected.

Automation types

1. Run one or more published Workflows – execute a Workflow
2. Run one or more Schedules - execute a Schedule
3. Send email - sends an email with details of the event

Run one or more published Workflows

Select a Workflow from the list (ensure that the Workflow has been published first). To run more than one, click Add Workflow.

Click Parameters to configure Workflow parameters. You can assign a value manually or tick Use event data to select an event and its data as the parameter value, then click Apply to save changes.

All the Workflows will be run in parallel. However, if you want them to run them in a specific sequence, you can either add them to a Schedule and execute that first, or create additional automations to run other Workflows once a specific Workflow completes.

Run one or more Schedules

Select a Schedule from the list. To run more than one, click Add Schedule.

All the Schedules will be run parallel, but the Workflows within the Schedule will be run in sequence.

Send email

Enter the Recipient(s) email address. When using multiple addresses, separate them with a space, comma or semicolon.

Enter the Email subject and Email content.

If you type the @ symbol, you will be presented with a list of available data items for the selected event(s).
These will be replaced by the actual data from the event when the email is sent.