> For the complete documentation index, see [llms.txt](https://docs.infotopics.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.infotopics.com/trulyp/writebackextreme/workflows.md).
# Workflows
Want something to happen when people write data from Tableau? Workflows send the data to another system the moment a record is created, updated, deleted or imported. Notify a sales manager in Teams, start a Salesforce flow, or run a stored procedure in your database: it's all possible.
A workflow belongs to a schema. You manage all of them in **WriteBackExtreme** › **Workflows**, or per schema on the schema's **Workflows** tab.
WriteBackExtreme › Workflows
The list shows each workflow's **Name**, **Schema**, **Trigger**, **Processor** and **Status** (Active or Inactive). Clicking a workflow opens it on its schema's **Workflows** tab.
### Create a workflow
Click **Create new workflow**, or **New workflow** on a schema's **Workflows** tab.
Create new workflow, with the preview at the bottom
1. Choose the **Schema** (on the schema's tab it's already chosen) and enter a **Name**.
2. Choose the **Trigger**: when the workflow runs.
| Trigger | Runs when |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| **Create** | A record is created. |
| **Update** | A record is changed. |
| **Delete** | A record is deleted. |
| **Import** | Records are imported in bulk. Turn on **Only send first value per field** to send one value per field instead of every imported row. |
In a Data Correction schema, every change counts as an **Update**.
3. Choose the **Processor**: where the data goes. See [Processors](#processors).
4. Choose the data to send:
* **Schema fields to send**: the fields of the record.
* **System fields to send**: **Trigger** (which trigger fired), **Selected marks** (the marks someone had selected in the dashboard sheet the extension is connected to), **User Id** and **User name**.
* **Related data to send**: extra data from [relations](#relations). Available on the schema's **Workflows** tab, not for the Import trigger.
5. Turn **Active** on or off. Only active workflows run.
6. Click **Show sample payload** to see the JSON that will be sent. Many tools, such as Power Automate and Salesforce, need this structure to set up their side.
7. Click **Save**.
The **Preview Workflow** at the bottom of the page shows the flow from trigger to processor to destination.
A workflow on a schema's Workflows tab
{% hint style="warning" %}
**Try** (on a saved workflow) really runs it: it calls the webhook or executes the stored procedure with sample data. Use it to test, but keep in mind that the other system receives the data. **Show sample payload** only shows the JSON and sends nothing.
{% endhint %}
### Processors
| Processor | What it does | What you enter |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------- |
| **General webhook** | Sends a notification to any webhook. | **Webhook URL** |
| **Zapier** | Connects to any of the 5,000 available apps. | **Webhook URL** of your Zap |
| **IFTTT** | Triggers an "If This Then That" applet. | **Webhook URL** |
| **Microsoft Power Automate** | Starts your Power Automate flow. | **Webhook URL** of the flow's HTTP trigger |
| **Salesforce Flow** | Fires your Salesforce flow. Needs the Salesforce connection to be set up first, on the **Salesforce setup** page: open `https:///backend/writeback-extreme/workflows/salesforce`, or ask Vizzy to take you there. | **Endpoint** |
| **Stored procedure** | Runs a stored procedure in one of your databases. | **Select a connection** and the **Stored procedure name** |
### Stored procedures
The **Stored procedure** processor calls a procedure in your database with the fields you send. The dialog shows an **Example:** of the statement it will run.
* **SQL Server:** fields are passed as named parameters (`EXEC MyProcedure @region='EU', …`), so the field names must match the procedure's parameter names.
* **Other databases** (MySQL, PostgreSQL, …): fields are passed by position (`call MyProcedure('EU', …)`), in the order of the list. Make sure the order matches the procedure's parameters.
**Example in PostgreSQL:** a procedure that stores four fields in a table.
```sql
CREATE TABLE public.stored_procedure_data (
id SERIAL,
"user" character varying(255) NULL,
status character varying(255) NULL,
accountmanager character varying(255) NULL,
sales_amount character varying(255) NULL,
created_at timestamp(0) without time zone NOT NULL DEFAULT CURRENT_TIMESTAMP,
updated_at timestamp(0) without time zone NOT NULL DEFAULT CURRENT_TIMESTAMP,
PRIMARY KEY (id)
);
CREATE OR REPLACE PROCEDURE MyStoredProcedure(
"user" character varying,
"status" character varying,
"sales" character varying,
"name" character varying
)
LANGUAGE plpgsql
AS $$
BEGIN
INSERT INTO stored_procedure_data ("user", "status", "accountmanager", "sales_amount")
VALUES ("user", status, name, sales);
COMMIT;
END;$$
```
**Example in MySQL:**
```sql
CREATE TABLE stored_procedure_data (
`id` bigint unsigned NOT NULL AUTO_INCREMENT,
`user` VARCHAR(255) NULL,
`status` VARCHAR(255) NULL,
`accountmanager` VARCHAR(255) NULL,
`sales_amount` VARCHAR(255) NULL,
`created_at` timestamp NOT NULL DEFAULT CURRENT_TIMESTAMP,
`updated_at` timestamp NOT NULL DEFAULT CURRENT_TIMESTAMP,
PRIMARY KEY (`id`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4 COLLATE=utf8mb4_unicode_ci;
DELIMITER //
CREATE PROCEDURE MyStoredProcedure (
IN user VARCHAR(255),
IN status VARCHAR(255),
IN sales VARCHAR(255),
IN name VARCHAR(255)
)
BEGIN
INSERT INTO stored_procedure_data (`user`, `status`, `accountmanager`, `sales_amount`)
VALUES (user, status, name, sales);
END //
DELIMITER ;
```
### Relations
Relations add extra data to a workflow. For example: someone enters a target for a US state, and the workflow also sends the name of that state's account manager, from a table that isn't part of WriteBackExtreme at all. Any table on any of your connections works.
Relations belong to a schema, so every workflow of that schema can use them. On the schema's **Workflows** tab, open **Relations** and click **New relation**:
* **Name**: a recognisable name.
* **Connection** and **Table**: where the extra data is.
* **Conditions**: how to find the right rows: a **Column** of that table, a **Compare** operator (`=`, `<>`, `<`, `<=`, `>`, `>=`) and a **Field** of your schema. Click **Add** for more conditions.
* **Columns to fetch**: the columns to add to the workflow.
* **Fetch multiple records**: turn on to send all matching rows instead of only the first.
Click **Save relation**, and choose it under **Related data to send** in your workflow.
### Logs
Every workflow run is logged, including errors returned by the other system. Administrators find these under **Monitoring** › **Logging** › **Workflow logs**. Workflow logs are kept for 14 days.
---
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