Workflow Management

Version:
2022.1
Last modified: May 04, 2022

As part of workflow management, you can save the workflows you build in Designer so that you can reuse them or share them with other users in your company's Server.

You can also manage existing workflows in your company's Server by opening them in Designer. From Designer, you can edit, save, and share these workflows back to Server. Server maintains previous versions of a workflow, so when you save the revised workflow to your company's Server, it doesn't replace the previous version.

If you want to save and share a workflow along with its dependencies, like files and connections, you can export them together as a .yxzp file. Like single file workflows, you can share exported workflows with others in Server, and open them in Designer.

In addition to saving single workflows, you can save multiple workflows as a workflow group that you can then open as 1 workflow group file (.yxwg). You can only create workflow groups of existing, locally saved workflows.

Save Individual Workflows

With the workflow open, select File > Save As, then select the location where you want to save the workflow.

File Directory

  1. Select Browse.
  2. In File Explorer, go to the location where you want to save the workflow.
  3. In File name, enter a name for the workflow.
  4. Select Save.

Alteryx Server

By default, workflows you own save to your private workspace. Workflows shared with you in a collection save to the collection.

  1. Select Save As.
  2. Select Alteryx Server > My Company's Server.
  3. Sign in with your user name and password. Select Keep me logged in to keep your session active, as desired.
  4. In the Save Workflow window, enter a Workflow Name. By default, Location displays the studio where the workflow will be saved. If the workflow has been shared with you in a collection, Location displays the collection.
  5. In Worker Tag, select an option to assign a specific worker to run the workflow.
  6. (Optional) In Details, enter any helpful comments.
  7. (Optional) Select Workflow Options to select one of these:
    Workflow Option Description
    Publish this version of the workflow

    Publishes this version of the workflow as the available version in Server.

    This option is only available if the workflow has been saved to the Server before. Do not select this option if you do not want other users to use this version of the workflow.

    To update the workflow version in the Server...

    1. View app details and select Version # to view available versions.
    2. Select a version and select Make Published Version.
    Validate workflow then save

    (Default option) This option is selected by default. Validation checks if there are prohibited tools or commands. If validation fails, the workflow requires an exemption to run in your company's Server. Contact your Server admin to request that they change the run mode for your workflow. 

    These tools require exemptions to be run in the Alteryx public gallery: R tool, Run Command tool, Python tool, Email tool, and Download tool.

    A Server doesn't allow event or chained app execution. Go to Workflow Configuration and Interface Designer Window.

    Go to Save to Gallery Messages for additional information about applying for an exemption.

    AMP Engine

    If your workflow is using the AMP engine but your controller is not, workflow validation is disabled and cannot be enabled. To enable workflow validation, enable the AMP engine on the controller or change your workflow to run on the original Alteryx Engine via Workflow Configuration.

    To learn more about the AMP engine, refer to these resources:

    Manage workflow assets

    View and manage the assets associated with the workflow.

    • Select Group assets by tool* to display all of the workflow's assets or file dependencies that are grouped together with the tool they are connected to.
    • Deselect an asset to omit it from the workflow package.
    • Assets that include a constant in the input path display in the list of assets, but are not included in the workflow package.

    *This setting organizes the assets for each tool so that information is easier to parse—it does not change how the YXZP file is created.

    Enable workflow locking

    View locking options for the workflow.

    • Select Restrict use to specific serial numbers to limit the use of the locked workflow to only the specified serial numbers. When selected, only the serial numbers (email addresses) in the list can use the locked workflow. To enable a workflow to run on the Server, you have to list the serial number for the Server, which is the default Server Administrator. The default Server Administrator is set up when setting up the Server authentication. Go to Configure Gallery Authentication for more info. Enter each unique serial number (email address) 1 per line.
    • Select Set expiration for locked workflow to set the locked workflow to expire on the selected date. When the expiration date is reached, the workflow can't be run or used.
    • Check the box to indicate that you acknowledge the implications of locking your workflow.
    • Select Done to lock your workflow.

    Go to Lock Your Workflow for more information.

    Set workflow credentials

    In order for this option to be available, a Curator (Server Admin) must select the Allow users to select credentials option setting within Server via Admin > Credentials > Change.

    Once enabled, users can select the credentials for running the workflow:

    • User is not required to specify credentials: Run the workflow using the default server or studio credentials.
    • User must specify their own credentials: Prompt a user to enter their own credentials to run the workflow.
    • Always run this workflow with these credentials: Enter credentials to always use when the workflow is run.
  8. Select Save. Go to Save to Gallery Messages for more information about errors and warnings you might receive when you try to save a workflow to a Server.

Alteryx Server: Add New Server

  1. Select Save As > Alteryx Server > Add New Server.
  2. On the Save Workflow - Add a Server screen, use the URL field to enter the URL path to your company's Server.
  3. Select Connect.
  4. Based on the Server configuration, authentication steps vary:
    Configuration Type Authentication Steps
    Built-in Authentication
    1. In Email and Password, enter your Server email and password.
    2. Select Keep me logged in, if desired.
    3. Select Connect.
    Windows Authentication
    1. A user name displays.
    2. Select Continue to log in.
  5. Select the Server in the list and follow the steps to save the workflow to your company's Server.

Alteryx Platform

You can also save your Designer workflow to the Alteryx Platform.

  1. Select Save As > Alteryx Platform. If you have not linked Designer with the Alteryx Platform, go to Options > Manage Alteryx Links and create a new Platform link.
  2. Select your Alteryx Platform link.
  3. Give your workflow a Name and choose the Location where you want to save it.
  4. Select Save.

Please note that not all Designer Desktop tools are currently compatible with Designer Cloud. While you can save workflows to Platform that contain tools that are not compatible with Designer Cloud, you will receive a warning message if you open these workflows in Designer Cloud. For a list of the current Designer Cloud tools, go to Designer Cloud Tool List.

Export Workflow

Export a workflow and its dependencies as a YXZP package file. You must save the workflow before you can export it.

Dependency File Packaging

These assets are automatically included with an exported workflow:

  • Input Files
  • Output References
  • Macros
  • Chained Apps
  • User-added Files

These files are not included with an exported workflow:

  • Missing Files
  • Files Identified as Being Part of the Alteryx Installation
  • Files Referenced by a Network Path
  • Input Paths that Contain a Constant

When you export a workflow and its dependencies, Designer maintains the original file format of each file. The folder structure of the assets included in the workflow is maintained as long as the files included are children of, or siblings to, the workflow file. All other files are considered external, and, if included with the package, will be placed in an _externals folder.

Use the Workflow dependencies, to ensure that no paths are broken when referencing missing files.

Export Workflow

  1. Select Options > Export Workflow to display the Export Workflow window. Workflow displays the name of the workflow and its file extension.
  2. Complete any of the available configuration options:
    Option Description
    Lock

    Create a copy of the workflow, app, or macro, that can be run but not opened and edited in Designer.

    1. Select the Lock button.
    2. Select Enable locking for this workflow.
    3. Configure these options, as appropriate:
      • Restrict use to specific serial numbers (one per line): Enter the serial numbers of the licenses you want to be able to access the locked workflow. List each serial number on a separate line. A serial number is used for each Alteryx install. To view your serial number...
        • Go to Options > Manage Licenses and select the gear icon in the upper-right.
        • Next, select View Partner Data License Manager and see your Machine Serial Number in the upper-right portion of the window.
      • Set expiration for locked workflow: Set the locked workflow to expire on the selected date. When the expiration date is reached, the workflow cannot be run or used.
      • Check the box to indicate that you acknowledge the implications of locking your workflow.
      • Select Done to lock your workflow.
    • You can't undo locking.
    • Alteryx recommends that you configure this setting last.

    Package Location

    Change the location where the file is saved.

    Group assets by tool

    Group the assets in the workflow by the tools in which they are used. If this option is not selected, assets are listed individually.

    Deselect an asset to exclude it from the workflow package. The asset is referenced, but it is not included in the package.

    Assets that include a constant as part of an input path will display in the list of assets, but they are not packaged as part of the workflow.

  3. Select Save. Go to Lock Your Workflow for more information.

Save Workflow Groups

Additional Considerations

  • You can only create a workflow group of existing, locally saved workflows. If you try to create a workflow group from workflows saved in Server, you must first save each workflow individually on your local drive.
  • If you move or delete a workflow that is part of the workflow group, Designer displays an error when you try to open the workflow group.
  1. Open all locally-saved workflows to include in the group. The Start Here.yxmd is not saved with a workflow group.
  2. Select File > Create Workflow Group.
  3. In File Explorer, go to the location where you want to save the workflow group.
  4. In File name, enter a name for the workflow.
  5. Select Save to save the individual workflows as one workflow group file (YXWG).

Open Saved or Exported Workflow

Open workflows from a file directory or your Server.

Open Single Workflow from File Directory

  1. Select File > Open Workflow > Browse.
  2. Go to the location where you've saved the workflow.
  3. Double-click the file name to open it in Designer.

Exported Workflows

If the workflow is in an exported .yxzp file, do this:

  1. In the Package Import message, select Yes to import the workflow.
  2. On the Import Workflow Package window, verify this information:
    • Package File Name: Display the complete path to the file.
    • Workflow: Display the workflow name. The assets in the package display in the box.
    • Destination Directory: Display the location where you want to save the package. To change the location, select the floppy-disk icon, then select a new location.
  3. Select Import.
  4. In the Workflow Import Progress window select Yes to load the workflow. If the workflow fails to load properly, try to import it again.

Open Workflow Group from File Directory

  1. Select File > Open Workflow Group.
  2. Go to the location where the workflow group file has been saved.
  3. Double-click the YXWG file to open. Each workflow within the group opens on a separate tab in Designer.

Open Workflow from Server

  1. Select File > Open Workflow > My Company's Server.
  2. Sign in with your user name and password. Select Keep me logged in to keep your session active, as desired.
  3. In the My Company's Server window, locate the workflow. You can use Search, use the All Locations dropdown to filter, and select column headers to sort the results.
  4. Select the Versions icon to the right of a workflow to view previous versions, as needed. This option must be enabled in Server to be visible in Designer.
  5. Select the workflow and select Open. Go to Save to Gallery Messages, for more on errors and warnings you might receive when trying to save a workflow to a Server.

Add New Server

  1. Select File > Open Workflow > Add New Server.
  2. In URL, enter the URL path to your company's Server.
  3. Select Connect.
  4. Based on the Server configuration, authentication steps vary:
    Configuration Type Authentication Steps
    Built-in Authentication
    1. In Email and Password, enter your Server email and password.
    2. Select Keep me logged in if desired.
    3. Select Connect.
    Windows Authentication
    1. A user name displays.
    2. Select Continue to log in.
  5. Select the Server in the list and follow the steps to open a workflow saved to your company's Server.

Open Workflow from Alteryx Platform

To open a workflow from the Alteryx Platform...

  1. Select File > Open Workflow > Alteryx Platform.
  2. Select your Alteryx Platform link. If you have not linked Designer with the Alteryx Platform, go to Options > Manage Alteryx Links, and create a new Platform link.
  3. Navigate to the location of the workflow, select the workflow file, and select the Open button. You can also double-click the file name to open it in Designer.
Was This Page Helpful?

Running into problems or issues with your Alteryx product? Visit the Alteryx Community or contact support. Can't submit this form? Email us.