Workflow
A workflow is a set of rules (grouped by workflow event) to be executed sequentially for every given job being processed. A workflow can be assigned to be executed on multiple seeds, which means that all seeds that have the same workflow assigned will share all its rules.
From the Aspire Admin UI, you can select in the right-side menu the Workflows option:
This will show you the Workflows main page, where you can see all your existing workflows or create a new one, selecting the +New option.
Once you add a description to your new workflow, you will see the workflow itself.
The workflow is divided into 3 main sections:
- Workflow Applications Library
- Workflow Events
- Workflow Event Tree
Workflow Applications
Workflow Applications are components and rules to create your own business rules, just by dragging and dropping them into the specific Workflow Event Tree; all stored in a menu divided by categories. In the workflow.
At the left-hand side you will see the application library
You can filter the applications library searching by application name in the search box.
Also, you can select one of the predefine categories:
- Applications
- Base Functions
- Condition
- Choices
- Exit
- Folder
- Publishers
- Local Rules
Workflow Events
A virtual set of rules to be executed sequentially that lives inside a workflow object, there are 10 different events possible, each event is triggered upon different stages within the lifespan of a document.
- onScan
- Executed for each document after it has been discovered (as soon as its parent document discovers it).
- onAddUpdate
- Executed once the document is identified to have one of the following actions based on its incremental state: add or update.
- onDelete
- Executed once the document is identified to be deleted (action: delete).
- onPublish
- Executed after onAddUpdate, onDelete or onSubJob, this is the event when all common publishing rules should be placed regardless of the document action.
- onError
- Executed if any stage within the connector framework or workflow rule fails while processing a job.
- onIdentity
- Executed for each identity extracted in an Identity crawl.
- onIdentityError
- Executed if any stage within the connector framework or workflow rule fails while processing an identity job.
- onSubJob
- Executed for any sub job created by Aspire components, this is the event to place any rule that should be executed only for sub jobs. (Available from Aspire 5.1).
- onCrawlStart
- Executed only for the crawl start job. Rules that must be executed only at the beginning of the crawl should be added here. (Available from Aspire 5.1).
- onCrawlEnd
- Executed only for the crawl end job. Rules that must be executed only at the end of the crawl should be added here. (Available from Aspire 5.1).
Workflow Event Tree
The Workflow Event Tree represent specific point in the information flow. The root node of each tree is always going to be named as the stage it represents.
Here you can use the applications and rules from the Workflow Applications Library to create your own business rules by drag and drop the specific rules that you want.
You can see all the rules references that you create in your workflow in the Local Rules section of the Workflow Application Library.
So, you can share the rule you created (with the same configuration) across all the events in the same workflow.
You will recognize the local rule by the orange icon with an "L" in the up-left corner of the rule.
If you delete the local rule reference, the rule in the workflow event tree will be deleted as well.
Clicking on the rule (left click) will give you the options of clone, copy, edit, disable or delete the rule.
If you copy a rule, a 3 dots icon will be displayed next to the event tree name, with the paste option.
These options will be only available in the same workflow events.
If you delete a rule from the workflow tree, the reference will be found in the Local Rules section, in case you want to use it in another workflow event.
Adding Workflow to Seed
In order to use a workflow, you need to add it to a specific seed:
- Go to the seed section.
- Select the seed you want to add the workflow to.
- Go to the workflow tab of the selected seed.
- Click in the "workflows" drop box.
- Select the desired workflow(s)
- You can rearrange the workflows order.
You can share the same workflow across multiple seeds, so you don't need to replicate the same workflow over and over again.
Also, you can extract the common workflow logic into a shared workflow and create another with only the specific rules that applies to specific seeds.
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