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Overview

Workflows automate repetitive tasks and ensure consistent processes across your Gate environment. This guide shows you how to create, configure, and manage workflows that trigger actions based on events and conditions.

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Workflow concepts

Understanding these core concepts helps you build effective workflows:

Triggers

Events that start a workflow, such as resource creation or status changes.

Actions

Operations performed when a workflow runs, like sending notifications or updating fields.

Conditions

Rules that determine whether an action should execute based on specific criteria.

Schedules

Time-based triggers that run workflows at specified intervals or times.

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What you will learn

This exploration task teaches you to:
  • Create your first workflow
  • Configure triggers and actions
  • Set up conditional logic
  • Test and monitor workflow execution
  • Troubleshoot common workflow issues

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Prerequisites

  • Completed Managing gate resources
  • Administrator permission level required
  • Basic understanding of your team’s processes
1

Access the workflows section

Navigate to “Automation” > “Workflows” in the main menu.
The workflows page displays all active and inactive workflows in your environment.
2

Create a new workflow

Click “Create workflow” and give it a descriptive name related to the process you want to automate.
Use action-oriented names like “Notify team on resource update” or “Auto-archive old documents”.
3

Configure the trigger

Select what event will start your workflow:
  • Resource created
  • Resource updated
  • Schedule-based
  • Manual trigger
Choose a trigger that accurately represents when the workflow should run.
4

Add actions

Define what the workflow should do when triggered. Common actions include:
  • Send email notification
  • Update resource field
  • Create a new resource
  • Call external API
5

Set conditions (optional)

Add conditions to make the workflow smarter. For example, only send notifications for high-priority resources.
Complex conditions can make workflows harder to debug. Start simple and add complexity gradually.
6

Test the workflow

Use the “Test” button to run the workflow with sample data before activating it.
Review the test results carefully to ensure the workflow behaves as expected.
7

Activate the workflow

Toggle the workflow to “Active” status to start processing real events.

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Workflow examples

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Example 1: New resource notification

Automatically notify team members when a new document is created:
  • Trigger: Resource created
  • Condition: Resource type equals “Document”
  • Action: Send email to team distribution list

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Example 2: Status-based archiving

Archive resources that have been inactive for 90 days:
  • Trigger: Schedule (daily at 2 AM)
  • Condition: Last modified date is more than 90 days ago
  • Action: Change status to “Archived”

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Best practices

Following these guidelines ensures your workflows remain maintainable and effective.
  1. Document your workflows: Add descriptions explaining what each workflow does and why it exists
  2. Start simple: Begin with basic workflows and add complexity only when needed
  3. Monitor performance: Check workflow execution logs regularly for errors or bottlenecks
  4. Use meaningful names: Make workflow names descriptive of their purpose
  5. Test thoroughly: Always test workflows in a staging environment before production

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Troubleshooting workflows

  • Verify the workflow is active
  • Check that trigger conditions match your test scenario
  • Review execution logs for error messages
  • Ensure the triggering resource meets all criteria
  • Confirm action configuration is correct
  • Check if conditions are preventing execution
  • Verify recipient email addresses or API endpoints
  • Review permissions for the action type
  • Review trigger configuration for overly broad criteria
  • Check for multiple workflows with similar triggers
  • Examine condition logic for unintended matches

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Next steps

After mastering workflows, explore Integrating with external systems to connect your Gate with other tools and services.