Build a workflow

For example, when a new app is discovered that is considered to be high risk, you may want to send an email or Slack message to notify members of your IT team. Depending on their response, you might then set the app status to "In review" or revoke the access token.

You must be an admin user to create and edit workflows.

Create a workflow

To build a new workflow, open the Workflows view and in the top right-hand corner click Create. You can either base a new workflow on a template or select Start from scratch and choose a workflow trigger. 

The workflow trigger defines the context for the workflow and the steps that are available. For example, the "License not in use" trigger applies to users of a particular app. When this trigger is selected, the merge fields available for email, Slack and Team messages are relative to the selected app and app user. 

To add a new step, either click the + icon below the last step or click the node between two steps. It is not possible to re-order existing steps. Instead, delete the steps and add them again in the required order.

To rename a step, click the pencil icon next to the step name. Step names are displayed on the Workflow Runs view, and having descriptive names can be useful when checking the progress of workflows.

For more information about specific options, see:

• Send a Slack message
• Send email notifications
• Run steps in parallel with groups
• Use custom fields and forms in workflows

Grant access to a workflow

Trelica admin users can create new workflows and edit all existing workflows.

By default, the admin user that created a workflow is the workflow owner. Any notifications or requests for input that arise during a workflow run are sent to the workflow owner.  (If no owner is specified, notifications are sent to all Trelica admins.) 

You can also grant users in the HR, IT or Operator roles read-only access to a workflow. For example, if you're configuring an onboarding workflow, you might want to grant HR users read-only access so that they can see details of each workflow run (as well as the workflow logic itself). 

To change the owner or roles with access to a workflow, expand the context menu and select Workflow settings.

Test a workflow

To test a workflow, click the menu icon in the top right-hand corner and select Run now.

Depending on the workflow trigger, you may need to enter an input.

Additionally workflows that have a filter and would normally run on a schedule can run for a limited set of results. This is useful for testing on a sub-set of users before enabling the workflow.

The test run will be listed on the Workflow Runs page. For more information, see Managing workflow runs.

Enable a workflow

Once your workflow is ready to be used, you need to enable it to make it live. If the workflow trigger uses a filter to identify the people, apps or assets to which the workflow applies, the number of current matches is displayed. To prevent runs from being created for the current matches when you enable the workflow, select Exclude existing matches on first run. When this option is selected, a run will only be triggered when a new match is identified.

When you're ready, click Enable at the top of the workflow page. The next time the trigger conditions are met, a workflow run will be initiated and any notifications will be sent to the workflow owner.

For more information about workflow runs, see Managing workflow runs.

Make changes to an existing workflow

You can make minor changes - such as renaming a workflow step or editing the text of an email - without disabling the workflow. Before making changes to the workflow logic, we recommend disabling the workflow so that you can save and test your changes before the workflow runs automatically. 

If the workflow trigger uses a filter, the number of people, apps, app users or assets that match the current filter criteria is displayed. 

• If you have not made changes to the filter criteria and you want the workflow to run for the matches that have arisen while the workflow was disabled, ensure Exclude existing matches on first run is cleared before you re-enable the workflow. 
• If you have made changes to the filter criteria and you do not want the workflow to run for those existing matches, select Exclude existing matches on first run and then re-enable the workflow. Runs will only be created for new matches that arise after the workflow was enabled.