Workflow Management

Version:
Current
Last modified: September 01, 2020

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 the Alteryx Gallery or your company's Private Gallery (available to Server users).

You can also manage existing workflows in the Gallery by opening them in Designer. From Designer, you can edit, save, and share these workflows back to the Gallery. The Gallery maintains previous versions of a workflow, so when you save the revised workflow to the Gallery, it does not replace the previous version.

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

In addition to saving single workflows, you can save multiple workflows as a workflow group, which can then be opened as one 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.

Private Gallery or Public (Alteryx) Gallery

Additional Considerations

To save a workflow to the Alteryx Public Gallery or to your company's Private Gallery, you must have a user account. Sign up for an Alteryx Public Gallery account at gallery.alteryx.com.

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

  1. Select Save As.
  2. Select Private Gallery (your company's gallery) or Public Gallery (Alteryx Public Gallery).
  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 Gallery studio where the workflow will be saved. If the workflow has been shared with you in a collection, Location displays the Gallery 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 the Gallery.

    This option is only available if the workflow has been to the Gallery 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 Gallery:

    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) Validates that there are not any Alteryx Public Gallery (gallery.alteryx.com) -prohibited tools or commands in the workflow. If validation fails, the workflow requires an exemption to run in the Alteryx Public Gallery (gallery.alteryx.com).

    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 Gallery does not allow event or chained app execution. See Workflow Configuration and Interface Designer Window.

    See 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 e2 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, visit 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 access to the locked workflow to only the specified serial numbers. Enter each unique serial number on its own 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 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.

    See Lock Your Workflow.

    Set workflow credentials

    In order for this option to be available, a Curator (Gallery Admin) must select the Allow users to select credentials option setting within Gallery 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. See Save to Gallery Messages for more information about errors and warnings you may receive when you try to save a workflow to a Gallery.

Private Gallery: Add New Gallery

  1. Select Save As Private Gallery.
  2. Select Add New Gallery.
  3. In URL, enter the URL path to your private Gallery.
  4. Select Connect.
  5. Based on the Gallery configuration, authentication steps vary:
    Configuration Type Authentication Steps
    Built-in Authentication
    1. In Email and Password, enter your Gallery 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.
  6. Select the Gallery in the list and follow the steps to save the workflow to the Alteryx Gallery or a Private Gallery.

Analytics Hub

To save a workflow to Analytics Hub, follow these steps:

  1. Go to Save As > Analytics Hub.
  2. Select your Analytics Hub site or select Add New Connection. To add a new connection, see the next section.
  3. In the Save Workflow window, provide a Workflow Name and an optional Description. Note that the Location is set to My Files and cannot be updated at this time.
  4. Select the Workflow Options dropdown to configure these settings:
    • Save workflow then validate: Selected by default, validates your workflow after it is saved to Analytics Hub. If validation fails, error messaging displays to alert you to the causes, for example incorrectly configured tools or missing dependencies.
    • Manage workflow assets: Select if your workflow has assets. Make sure you include all the assets, or the workflow won’t run in Analytics Hub.
      • Select Group assets by tool to display all of the workflow's assets or file dependencies grouped together with the tool they are connected to.
      • Deselect an asset to omit it from the workflow package.
  5. Select Save. The Save Workflow window displays Workflow savedData Connections*, and Workflow validated status. The workflow is saved to Analytics Hub for you to run, schedule, and share.

    *If Analytics Hub detects that your workflow uses an embedded data source connection to one of the supported databases (Microsoft SQL Server, Oracle, MySQL, Postgres, Snowflake, and Redshift), the Save Workflow window displays a success or error message for Data Connections. If no database connection exists, the Data Connections section does not display.
  6. Select View in Browser to view the workflow in Analytics Hub or select Close to close the Save Workflow window in Designer. The View in Browser function works best when Google Chrome is set as your default browser.

Analytics Hub: Add Connection

  1. Go to File > Save As > Analytics Hub > Add New Connection. You can also connect via File > Open Workflow > Add New Analytics Hub Connection.
  2. In the Add Analytics Hub connection window, enter your Analytics Hub site URL and select Next
    • The URL needs to include the domain and site name in this format: protocol/domain/site. For example, https://hub.alteryx.com/sales where sales is the site name.
    • If you configured AAH to listen on a different port than 443, the ULR format is slightly different: protocol/domain:port/site. For example, https://hub.alteryx.com:30443/sales where 30443 is the port number and sales is the site name.

    Image showing the Add Analytics Hub connection window with an input field for a URL as well as Cancel and Next buttons.

  3. Enter your Analytics Hub credentials (Email address and Password) and select Sign In.
  4. Your Analytics Hub site is now connected to Designer.

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 cannot 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. See Lock Your Workflow.

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 the Gallery, 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, the Public Alteryx Gallery, or a Private Gallery.

Open Single Workflow from File Directory

  1. Select File Open Workflow.
  2. Select Browse, then 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. Navigate 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.

Open Workflow from Alteryx Gallery or Private Gallery

Additional Considerations

To open a workflow from the Public Alteryx Gallery or from your company's Private Gallery, you must have a user account. You can sign up for an Alteryx Gallery account at gallery.alteryx.com.

  1. Select File > Open Workflow.
  2. Select My Company's Gallery or Altertx Gallery (Public Gallery).
  3. Sign in with your user name and password. Select Keep me logged in to keep your session active, as desired.
  4. In the Gallery window, locate the workflow using Search, filters, and sorts.
  5. Select the Versions icon to the right of a workflow to view previous versions, as needed. This option must be enabled in Gallery to be visible in Designer.
  6. Select the workflow and select Open. See Save to Gallery Messages, for more on errors and warnings you may receive when trying to save a workflow to a Gallery.

Add New Gallery

  1. Select File > Open Workflow.
  2. Select Add New Gallery.
  3. In URL, enter the URL path to your company's Gallery.
  4. Select Connect.
  5. Based on the Gallery configuration, authentication steps vary:
    Configuration Type Authentication Steps
    Built-in Authentication
    1. In Email and Password, enter your Gallery 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.
  6. Select the Gallery in the list and follow the steps to open a workflow saved to the Alteryx Gallery or your company's Private Gallery.

Open Workflow from Analytics Hub

To open a workflow that is saved to Analytics Hub, in Designer follow these steps:

  1. In Designer, select File Open Workflow.
  2. Select your Analytics Hub connection.
    • If you previously connected to Analytics Hub, your connection is listed by connection name.
    • To add a new Analytics Hub connection, select Add New Analytics Hub Connection. See Connect to Analytics Hub above.
  3. In the Open Workflow window, select the workflow, macro, or app that you want to open. Use the search bar to locate a specific item or use the AllWorkflowsMacros, and Apps tabs to view specific item types.
  4. Select the Open button to open the item in Designer.

Add New Analytics Hub Connection

  1. Go to File > Open Workflow > Add New Analytics Hub Connection.
  2. In the Add Analytics Hub connection window, enter your Analytics Hub site URL and select Next.
    • The URL needs to include the domain and site name in this format: protocol/domain/site. For example, https://hub.alteryx.com/sales where sales is the site name.
    • If you configured AAH to listen on a different port than 443, the ULR format is slightly different: protocol/domain:port/site. For example, https://hub.alteryx.com:30443/sales where 30443 is the port number and sales is the site name.

    Image showing the Add Analytics Hub connection window with an input field for a URL as well as Cancel and Next buttons.

  3. Enter your Analytics Hub credentials (Email address and Password) and select Sign In.
Was This Helpful?

Running into problems or issues with your Alteryx product? Visit the Alteryx Community or contact support.