How do I setup Workflows in IntelliFront BI?

Workshop - Workflows

• Go to Workshop and select Automation. In Automation, select Workflows.

• Click New Workflow.

 

• Give the workflow a name.
• Click on the check to save the name of the workflow.

Description and Tags

• Description: Descriptions are optional but they can be used to explain what the workflow does.
• Tags: Tags are optional and make it easy to categorize workflows, e.g. if you want to create a Tag called financial for all financial workflows.

Add Feed

• The workflow needs to be triggered by an event, you can set that up here.
• Click the Add button on the top-right.
• Select Add Feed.

• The workflow Feed option will appear.

Database Feed

• Select a Dataset.

• Select the Dataset from the drop-down menu.
• Dataset: Dataset to be monitored.
• A New Record is Added: Detect any new records. Selecting this will mean that the workflow will run anytime a new record is added.
• A Record is modified: Selecting this option will mean the workflow will run when a change is made to any record in that database.
• Any record Exists: Selecting this option will mean the workflow will run for any record in the database.

For Example, to set the workflow to be executed whenever any record exists in the database.

• Click Save to save the Database feed.

FTP Feed

• Select an FTP Account.

• Check the Find a file on an FTP Server option.
• Click Configure.

• Select the FTP Folder where the report is located.
• Enter the report name and the output file extension.
• Click Save.

Configure Workflow Actions

Actions define the tasks IntelliFront BI performs when a workflow is triggered. After configuring the Workflow Feed, you can add one or more Actions to automate processes such as sending emails, introducing delays, executing SQL queries, downloading files from FTP locations, or running IntelliFront BI Gizmos.

Multiple Actions can be added to a workflow to automate a sequence of tasks.

Available Workflow Actions

Action	Description
Email	Sends an email notification or message when the workflow is triggered.
Delay	Introduces a specified waiting period into the workflow.
Run SQL Query	Executes a SQL query as part of the workflow.
FTP Download	Downloads files from a configured FTP location.
Run Gizmo	Executes an IntelliFront BI Gizmo as part of the workflow, allowing the workflow to initiate an additional automated process.

Add an Action to a workflow

Use these updated instructions:

1. In the Actions section, select the Select Action dropdown.
2. Choose the Action you want to configure.
3. Select Add.
4. Configure the settings for the selected Action.
5. Save the Action configuration.
6. Repeat these steps to add additional Actions as required.

 

Configure an Email Action

The Email Action allows IntelliFront BI to automatically send an email when a workflow is triggered. You can configure recipients, select the sender, enter a subject, and customize the email body using the built-in editor.

Step 1 — Add an Email Action

1. In the Actions section, open the Select Action dropdown.
2. Select Email.
3. Click Add.
4. The Send an Email Action appears in the workflow.
   
   

Step 2 — Select or create an email

1. In Send an Email, use the Select Email dropdown to choose an existing email configuration, if applicable.
2. To create or configure an email, select Build Email.
3. The email editor opens.

  

Step 3 — Configure the email

The email editor allows you to configure the message that IntelliFront BI sends when the workflow executes.

  

 

Setting	Description
To Email addresses	Enter the email addresses of the recipients.
Sender	Select the email account or sender to use for the message.
Subject	Enter a descriptive subject for the email.
Email Body	Enter the message using the built-in rich-text editor.
Formatting toolbar	Format text, create lists, align content, and customize the email message.
Is Html	Enables the HTML option for the email content.
Add	Opens additional email configuration options.
Save Email	Saves the configured email.
Cancel	Closes the editor without saving the current changes.

Step 4 — Save the email

1. Enter the recipient email addresses.
2. Select the appropriate sender.
3. Enter the email subject.
4. Compose and format the message in the email editor.
5. Configure any additional options required for the email.
6. Select Save Email.
7. Confirm that the email is selected in the workflow's Send an Email Action.

 

Configure a Delay Action

The Delay Action allows you to introduce a waiting period between Actions in an IntelliFront BI workflow. This is useful when a process needs additional time to complete before the workflow continues to the next Action.

Add a Delay Action

1. In the Actions section, open the Select Action dropdown.
2. Select Delay.
3. Select Add to insert the Delay Action into the workflow.
4. Enter the required delay duration in the numeric field.
5. Select the time unit from the dropdown, such as Minutes.
6. Save the workflow to retain the configured Delay Action.

Delay Action settings

Setting	Description
Delay	Adds a waiting period to the workflow.
Duration	Specifies how long the workflow should wait before continuing.
Time Unit	Determines the unit of time used for the delay.
Delete	Removes the Delay Action from the workflow.

Example

If you configure a Delay of 5 minutes, IntelliFront BI waits five minutes after reaching the Delay Action before continuing to the next Action in the workflow.

Configure a Run SQL Query Action

 

The Run SQL Query Action allows IntelliFront BI to execute a SQL query automatically when a workflow is triggered. You can select a configured database account, define the SQL query to execute, and optionally save the query results to a folder in CSV or another supported file format.

This Action is useful for retrieving data, generating files, or performing database operations as part of an automated workflow.

Step 1 — Add the Run SQL Query Action

1. In the Actions section, open the Select Action dropdown.
2. Select Run SQL Query.
3. Select Add to insert the Action into the workflow.

 

Step 2 — Select the database account

1. In the Run SQL Query Action, select the required database account from the dropdown.
2. Select Build Run Query to open the SQL Query Editor.

 

Step 3 — Configure the SQL query

The SQL Query Editor allows you to define the SQL statement that IntelliFront BI will execute when the workflow reaches this Action.

1. Under Database Account, confirm that the correct database connection is selected.
2. In SQL Query Editor, enter the SQL statement you want to execute.
3. Review the query to confirm that it references the correct tables, fields, and conditions.
4. If you want to save the query results to a file, select Save results to folder.
5. Enter the destination folder path.
6. Select the required output format from the dropdown, such as CSV.
7. Select End Query Edit when configuration is complete.

 

SQL Query Editor settings

Setting	Description
Database Account	Selects the configured database connection used to execute the SQL query.
SQL Query Editor	Allows you to enter or modify the SQL statement that will execute.
Save results to folder	Enables saving the query results to a specified folder.
Folder Path	Specifies where IntelliFront BI should save the exported query results.
Output Format	Determines the file format used to save the results, such as CSV.
End Query Edit	Closes the query editor after configuration.

Step 4 — Save the workflow

After configuring the SQL query:

1. Confirm that the Run SQL Query Action appears in the workflow's Actions list.
2. Review the selected database account and query configuration.
3. Save the workflow to retain the Action.

Important considerations

Database permissions

SQL query operations

Saving query results

Configure an FTP Download Action

The FTP Download Action allows IntelliFront BI to automatically download files from a configured FTP or SFTP server when a workflow is triggered. You can connect to an existing FTP account, browse the available files and folders, and specify where the downloaded files should be saved.

This Action is useful for retrieving files from external systems as part of an automated workflow.

Step 1 — Add an FTP Download Action

1. In the Actions section, open the Select Action dropdown.
2. Select FTP Download.
3. Select Add to insert the Action into the workflow.

 

Step 2 — Select the FTP account

1. In the FTP Download Action, select the required FTP account from the dropdown.
2. Select Set Up FTP Download to open the FTP configuration window.

Step 3 — Configure the FTP download

The FTP Download configuration window allows you to connect to the selected FTP or SFTP server, browse the available files, and define the source and destination paths for the download.

1. Select the required FTP or SFTP connection from the dropdown.
2. Select Connect to establish a connection to the server.
3. Browse the available folders and files displayed in the file browser.
4. In the Remote File Path field, enter or select the file path on the FTP server that IntelliFront BI should download.
5. In the Local Destination Path field, specify where the downloaded file should be saved.
6. Review the source and destination paths.
7. Select Save FTP to save the download configuration.

FTP Download settings

Setting	Description
FTP/SFTP Connection	Selects the configured FTP or SFTP server account.
Connect	Establishes a connection to the selected server.
Remote File Browser	Displays the files and folders available on the connected server.
Remote File Path	Specifies the location of the file to download from the FTP or SFTP server.
Local Destination Path	Specifies the folder or location where IntelliFront BI should save the downloaded file.
Save FTP	Saves the FTP Download Action configuration.
Cancel	Closes the configuration window without saving changes.

Step 4 — Save the workflow

After configuring the FTP Download Action:

1. Confirm that the FTP Download Action appears in the workflow's Actions list.
2. Review the selected FTP account and download configuration.
3. Save the workflow to retain the Action.

Important considerations

FTP/SFTP account configuration

File and folder permissions

File availability

If the remote file is unavailable when the workflow executes, the download may fail. Confirm that the source path is correct and that the file will be available when the workflow runs.

Configure the Run Gizmo Workflow Action in IntelliFront BI

The Run Gizmo action allows you to execute an existing IntelliFront BI Gizmo as part of a workflow.

This action is useful when you want a workflow to automatically trigger a Gizmo after a specified workflow condition is met. You can also configure the workflow to wait until the Gizmo has finished executing before continuing to the next action.

Step 1: Add the Run Gizmo Action

1. Open the workflow you want to configure in IntelliFront BI.
2. Under Workflow Feed, confirm that the appropriate data source and dataset are selected.
3. Select the workflow trigger that determines when the workflow should run:
   • A new record is added — Triggers the workflow when a new record is added.
   • A record is modified — Triggers the workflow when an existing record is updated.
   • Any record exists — Uses the presence of a record as the workflow condition.
4. Navigate to the Actions section.
5. Open the Select Action dropdown.
6. Select Run Gizmo.
7. Click Add to insert the action into the workflow.

 

Step 2: Configure the Run Gizmo Action

Once added, the Run Gizmo action appears in the workflow's Actions section.

1. Locate the newly added Run Gizmo action.
2. Open the Select a Gizmo dropdown.
3. Select the existing Gizmo you want the workflow to execute.
4. Configure Wait for completion according to your workflow requirements.
5. If additional workflow actions are required, add them using the action selector below.
6. Select Save to save the workflow configuration.

 

Run Gizmo Configuration Options

Option	Description
Select a Gizmo	Displays the available Gizmos that can be selected for execution by the workflow.
Wait for completion	When enabled, the workflow waits for the selected Gizmo to complete before continuing to subsequent actions.
Reorder Action	Allows you to change the execution order of workflow actions using the drag handle.
Delete Action	Removes the Run Gizmo action from the workflow.
Save	Saves the workflow configuration.

Understanding Wait for Completion

The Wait for completion checkbox controls whether the workflow waits for the selected Gizmo to finish before proceeding.

• Enabled: The workflow waits for the Gizmo to complete before continuing to the next action.
• Disabled: The workflow can continue without waiting for the Gizmo to finish.

Example: If a workflow runs a Gizmo that generates data needed by a subsequent SQL Query action, enabling Wait for completion helps ensure that the Gizmo has finished before the next action begins.

Step 3: Save the Workflow

1. Review the selected Gizmo and its configuration.
2. Confirm that Wait for completion is configured appropriately.
3. If multiple actions are included, use the drag handles to arrange them in the required execution order.
4. Select Save to save the workflow.

 

Add Time Trigger

• Click Add and select Time Trigger.

• Give the Trigger a name and click the check mark to save it.
• Start Date: Enter the desired starting date for the schedule. This section can be the current date (providing schedule time has not already passed) or a date in the future.
• Execution time: The gizmo will run at this time.
• Use the following account: Select the windows account to send the report.

In this section, you will decide when the report will execute. There are a variety of options:

• Daily: Run a report every day or at a frequency of days.
• Sub options: Repeat every X Days.

• Weekly: Run a report on a weekly time frame.
• Sub options: Repeat every X weeks.

• On: Select the specific days of the week the schedule will run. If only once a week, select only the day of the week it will run.

• Monthly: Run the schedule on a monthly time frame.
• Frequency: Select frequency options such as the “last Thursday of the month.” Also you can include or exclude specific months from the schedule.

Add Options Menu

• End Date: If the schedule is due to end after a certain date enter that here. If the schedule is to run indefinitely, then leave it blank.

• Repeat Every: Rerun the package every x minutes from the scheduled time until your specified time.

• CPU Priority: Set the priority level of the schedule. This will come into play when other schedules are running at the same time. If the priority is set to High then the event based schedule will take priority over other schedules in the queue.
• If the priority level is set to BelowNormal then it will be at the bottom of the queue and the other schedules will be ran first.

• Timeout: Stop if task is running for more than X minutes or hours.

Save Trigger Menu

• Save and Close: Save the Trigger and returns you to the Gizmo Set up.
• Save and Create Another: Save the Trigger and create another Trigger.
• To edit or delete a trigger right-click on the (...) button.

• Saved workflows will appear on the main workflow screen.

• To edit or delete a Workflow right-click on the (...) button.

Troubleshooting

A Workflow Does Not Execute After Being Saved

Possible cause: The workflow trigger is not being processed, the Workflow Feed is incorrectly configured, or the underlying automation service is experiencing an issue.

Resolution:

1. Open the workflow and review its Workflow Feed configuration.
2. Confirm that the correct data source and dataset are selected.
3. Verify that the trigger condition matches the intended event.
4. Confirm that the workflow has been saved.
5. Check the IntelliFront BI application and API error logs for related errors.
6. If Gizmos and other automated processes are also failing, contact your IntelliFront BI administrator to investigate the automation services.

The Workflow Feed Reports a Missing Primary Key

Possible cause: The dataset used by the Workflow Feed does not have a unique primary key.

Resolution:

1. Open the dataset associated with the workflow.
2. Review the SQL query and identify a field that uniquely identifies each record.
3. Ensure that the query returns a suitable unique identifier.
4. Verify that the identifier is unique and does not contain unexpected NULL values.
5. Configure the dataset's primary key using the available IntelliFront BI settings.
6. Save the dataset and test the workflow again.

Error message:

A unique primary key must be set for the feed (dataset).

Workflow Email Notifications Are Missing or Sent to Incorrect Recipients

Possible cause: The workflow may not be identifying the intended records, or its recipient configuration may not match the data returned by the Workflow Feed.

Resolution:

1. Review the Workflow Feed dataset and trigger condition.
2. Confirm that the dataset returns the expected records.
3. Verify that the email recipient field contains the correct address for each qualifying record.
4. Review any dynamic values used in the Email action.
5. Test the workflow using a small dataset with known expected recipients.
6. Compare the records meeting the trigger condition with the emails actually generated.
7. Review the application and API error logs if the results remain inconsistent.

A Workflow Email Action Fails

Possible cause: The Email action encounters an execution error, the SMTP account cannot be validated, or an underlying application error interrupts processing.

Resolution:

1. Open the workflow and review the Email action.
2. Confirm that the correct SMTP account is configured.
3. Verify the SMTP credentials and connection settings.
4. Check the recipient addresses, email subject, and message content.
5. Review the IntelliFront BI application error log.
6. Check the API Error Log for additional information.
7. If errors such as ThreadAbortException appear, record the error details and contact ChristianSteven Support.

A Gizmo Remains in the Execution Queue

Possible cause: The Gizmo has been submitted for execution but is not being processed or completed by the automation environment.

Resolution:

1. Open IntelliFront BI and locate the affected Gizmo.
2. Confirm that the Gizmo configuration has been saved.
3. Review its execution status.
4. Check whether other Gizmos are experiencing the same problem.
5. Review the Gizmo and API error logs.
6. Ask your administrator to verify that the required automation services are operating.
7. If the Gizmo remains in the queue, contact ChristianSteven Support.

A Workflow Executes Inconsistently

Possible cause: Workflow processing may be interrupted, or the trigger and dataset configuration may not consistently identify the intended records.

Resolution:

1. Review the workflow's trigger configuration.
2. Verify that the selected dataset returns the expected records.
3. Check whether the workflow executes successfully when tested with a controlled dataset.
4. Review the application and API error logs for failures corresponding to the affected executions.
5. Compare successful and unsuccessful executions to identify differences in the data or workflow conditions.
6. If the issue persists, collect the relevant execution times and error details for ChristianSteven Support.

Need Additional Help?

If you continue to experience issues after following the troubleshooting steps above, please contact ChristianSteven Support for further assistance.

Log a Support Call