Workflows

The Workflows module is where rule-based automation is created and operated. A workflow combines an input trigger (For), optional SQL logic (If), and one or more actions (Then) that execute notifications or integrations. This structure supports both event-driven and data-source-driven patterns and is designed to scale from simple notifications to richer operational automations.

Compared with the older tile-era guidance, the current platform centers workflow management in a card-based listing view with quick controls for search, sort, type filtering, and layout mode. Opening a workflow takes you into an editor with clear For, If, and Then cards and a right-side configuration panel. The editor also supports Run Once, Test, schedule management, and activity logs.

Open Workflows and Understand List Controls

To open Workflows and use list controls, do the following:

1. In the left sidebar, click Workflows under Operations.
2. Confirm the page header shows Workflows with a Create button.
3. Use Search workflows to find workflows by name.
4. Use Sort to choose:
   • Newest
   • Oldest
   • Name (A-Z)
   • Name (Z-A)
5. Use Type to filter workflow cards:
   • All
   • Device Group
   • Device Template
   • Webhook
   • Event
   • Alert
6. Use the view toggle icons to switch between expanded card view and condensed view.
7. Use Run on a workflow card when enabled.
8. Click Load More to retrieve additional cards.

Create a New Workflow

To create a new workflow, do the following:

1. On the Workflows page, click Create.
2. In Add Workflow, enter:
   • Name
   • Description (Optional)
3. Click Save.
4. The workflow editor opens for setup.

Configure Input (For)

Input setup defines how a workflow starts. The editor provides two input families: event-based and data-source-based. Event inputs trigger from system activity, while data-source inputs are generally used with query-driven logic and schedule-oriented processing.

1. In the editor, click the Input card under For.
2. Choose either Event or Data Source.
3. For Event, select one of:
   • Device
   • Alert
   • Webhook
4. For Data Source, select one of:
   • Device Group
   • Device Template
5. Configure selected input details:
   • Device: choose Device action (device_created, device_updated, device_deleted, device_disconnected) and set included devices when applicable.
   • Alert: provide Alert code.
   • Webhook: copy the generated workflow webhook URL using Copy.
   • Device Group: select group and review mapped template/devices.
   • Device Template: select template and review mapped devices.
6. Click Save.

Configure Conditions (If)

Conditions apply SQL filtering to workflow input data and determine which rows should flow into actions. The panel includes SQL editing, query execution, schema inspection, and result validation. Where enabled, Optra Data Assistant can assist with query authoring.

1. In the editor, click the Condition card under If.
2. Enter SQL in the condition editor.
3. Optionally click Optra Data Assistant when available.
4. Click Run Query.
5. Review Schema and Result tabs.
6. Confirm matching rows and expected fields.
7. Click Save.

Configure Actions (Then)

Actions define what the workflow does after input and condition logic is satisfied. Multiple actions can be attached to one workflow, and each action can have its own message content and frequency behavior. The current platform supports notification and integration-oriented action types in a unified setup flow.

1. In the editor, click an action card under Then, or click + to add one.
2. Select action type:
   • Webhook
   • Email
   • SMS
   • AMQP
   • Microsoft Teams
   • Integration
3. Configure destination fields based on action type.
4. In the Message section, author the payload and use Test to validate.
5. For supported actions, choose Message format as text or json.
6. Set trigger behavior:
   • Non-alert workflows: Always (Default) or Conditionally.
   • Alert workflows: Critical (Default), Pending, Warning, or Return to normal.
7. Click Save.
8. To remove an action, use Delete in the action panel.

Run, Test, and Manage Workflow Lifecycle

To run, test, and manage workflow lifecycle tasks, do the following:

1. In editor header, use:
   • Run Once
   • Test
2. Use the header menu (...) for:
   • Schedule (for cronable workflow types)
   • Delete workflow
3. If Incomplete workflow is shown, complete missing setup before run or test.
4. Use Workflow and Activity tabs in header to switch between configuration and runtime logs.

Schedule a Workflow (When Available)

To schedule a workflow, do the following:

1. Open workflow header menu (...) and choose Schedule.
2. In Edit Schedule, set:
   • Run every interval and frequency
   • Day/month options for weekly/monthly/yearly patterns
   • Time (At)
3. Click Save.

Delete a Workflow

To delete a workflow, do the following:

1. Open workflow header menu (...) and choose Delete workflow.
2. Review the confirmation message.
3. Click Delete workflow to complete removal.