Publishing and setup

Publishing turns the draft of a workflow into a fixed version. The workflow runs only once a person sets it up for themselves. Each person does this alone, and the workflow then runs through their accounts.

Publish a workflow

1. Open the workflow in the builder.
2. Click Publish in the header.

If the draft has unpublished changes, the workflow page shows a yellow banner. You can publish there with Publish changes.

lowcloud creates the next version from the saved draft. A version cannot be changed. Automatic runs and setups always use a version, never the draft. The draft runs only as a test run in the builder.

Before publishing, lowcloud checks the workflow. A workflow with a webhook trigger is rejected, see Triggers.

New setups use the new version from now on. Existing setups stay on their previous version. The confirmation shows how many there are.

Set the account for a service

Anyone who may build (the role admin, or the former role developer) decides in the builder which account a service runs through. The selection is on the step: for the step's own agent, in the header of the service under Tools; for a borrowed agent and for an action, in the section Accounts. One account applies to all steps of the workflow that use this service.

• Everyone brings their own account: each person connects their own account when setting up.
• An account of your own: the service runs through this account for everyone. Others who build see it in the selection as Account of [name].

An account set this way is predefined. The setup dialog then shows whose account the service runs through. Nobody can store an account of their own there.

The service of the trigger is exempt. For each person, it runs through their own account.

Below the row of a service, you can give individual tools an account of their own. It takes precedence over the account of the service. The default is Account of the service.

Set up a workflow for yourself

A setup belongs to you, uses exactly one published version and runs through your accounts. It has its own on/off switch. There is exactly one setup per person and workflow. There is no switch for the whole workspace.

1. Open Agents in the sidebar.
2. Click Set up in the row of the workflow.
3. In the setup dialog, choose an account for each open service and switch the setup on.

If every service already has an account of yours and there is no schedule to choose, no dialog opens. The setup is then switched on immediately.

Set up for me is also in the row menu of the workflow and on the workflow page in the tab Setups.

You can set up a workflow only once it has a published version. The triggers Form, Public form, Schedule and all integration triggers can be set up per person. A webhook cannot be set up per person.

Choose accounts

The setup dialog shows one row per service.

Only your own connections can be chosen. If you have no account for a service yet, the row shows Connect [service]. The button leads to Connecting services.

Every selection is saved immediately. If you close the dialog without switching on, the chosen accounts are kept.

The trigger has a row of its own, for example Outlook Mail (Trigger). It determines whose mailbox is polled for you.

Set your own time

For a workflow with the trigger Schedule, the setup dialog asks under When it runs for you when it should run for you. The schedule of the workflow is prefilled. The time zone comes from your browser.

lowcloud saves only what deviates from the workflow. If you change nothing, you follow the schedule of your version. You get a changed schedule of a new version when you update. Each person can set a time of their own.

Update to a new version

Every setup keeps running on its version until the person it belongs to updates it themselves.

You can update in any of these places:

• in the dialog directly after publishing, with Update to v[N] or Set up for me
• in the list under Agents, with the version button v[N] in the row of the workflow
• in the row menu, with Update to v[N]
• in the tab Setups, with Update in your row or in the versions card

The click is enough. lowcloud asks only if the new version needs an additional account. Then the setup dialog opens.

Your own time is kept only if the trigger of the new version is again a schedule. A form link is dropped if the trigger of the new version is no longer a public form.

Pause or remove a setup

The switch in the row under Agents and in your row in the tab Setups pauses your setup or switches it on again. Other people's setups are not affected. On switching on, lowcloud checks again whether every service has an account. If one is missing, the setup dialog opens.

Remove setup deletes your setup. The workflow itself remains.

As long as other people have a setup, the workflow cannot be made private. Their setups must be removed first.

Share a workflow as a link

1. Under Agents, open the row menu of the workflow.
2. Choose Share as link.

lowcloud creates a fixed link with the current state of the draft. If you share again, lowcloud updates the state behind the same link. Revoke link makes the link invalid.

Whoever opens the link signed in and may build sees the name, the person who shared it and the steps. Apply creates a copy of their own in their own workspace. Only the process comes along. The person connects accounts afterwards. They enter fixed values such as recipient addresses themselves. In the target workspace, the copy first has to be published and then set up by each person.

Setups tab

On the workflow page, the tab Setups shows under Where this workflow runs who has set up the workflow. Your row (You) is at the top. Below it is one row per colleague with name, state, version and the number of runs that ran, stopped and failed. What someone else's run did in terms of content is not shown there.

Your row carries one of these badges: Needs completing, Set up or Paused. Without a setup it carries no badge, only the button Set up for me.

The versions card shows all published versions with their date and how many colleagues run on each version. Newest marks the newest version, You run here marks yours. Via the ⋮ menu in the header of the workflow page, Versions opens the full history. Publish this version makes an older version the published one again. No new version is created.

Agents list

The filter For you above the list under Agents shows the workflows for which you have a setup, switched on or paused. The number on the filter is the number of your setups. If one of them needs attention, the filter carries a warning triangle, and the affected row has a yellow background. This happens on an error during the last check or on an automatic pause with a reason.

The second line of an entry shows exactly one item. The order: your last error in red, otherwise the reason for a pause or Paused for you, otherwise, for a running schedule, the plan with the next run, otherwise the trigger of the published version.

The list shows at most 20 entries. Show more loads the rest. The search above the list finds names only.

Badges

An entry carries at most three badges.

On the right of the entry is the switch of your setup. Without a setup, the button Set up is there; for a draft, nothing. If there is a new version, the button v[N] is added. Clicking it updates your setup.

Automatic pause

In these cases lowcloud pauses a setup by itself:

Permissions

Every member of the workspace may set up a workflow for themselves, switch it on and off, and start it. Only someone who may build may publish, share and delete.

You change only your own setup. You cannot edit, pause or remove a colleague's setup.

Only someone who may build sees the colleague rows and the versions card in the tab Setups.