Multiple users to access one file and run the workflow

Question

There is a folder that has an input file that multiple users need to access. That file contains different activities and these are divided amongst the users. So the users open the input file, fill in some data manually then run the alteryx workflow on the server. The input file is updated then the activity is marked as complete by the user.

The issue is, multiple users cant have the excel file open at the same time as the workflow wouldn't run if that file is open anywhere.

One work around I thought was create copies of the masterfolder so that the users can fill the address of their copy in the alteryx analytical app, do their activity and when all the events are complete then alteryx merges the output from all their folders into one consolidated file.

Is there an easier alternative for this? If not then how can I combine the output files from different folders into the main folder?

NaiLo · Answer

If you've never built an app before I'd recommend checking out some of the available training before diving deep into it.

Once you feel confident with how apps are built in Alteryx, you can see if this thread would help for your specific use case: https://community.alteryx.com/t5/Alteryx-Designer-Desktop-Discussions/Using-an-App-to-Update-Multiple-Records/td-p/181592

saachitalwar · Answer

Hi, can you please tell me more about the app interface. I haven't built anything like that before

NaiLo · Answer

How complicated/intensive are the manual inputs the users have to provide? If it's not too complicated, you could build an app interface and publish it with your workflow on server. Every time a user runs it, they would provide the new inputs for their respective activities, and it would write back to the original input file. This way, you avoid users needing to open the file and lock it up on their individual machines.

If you did go the multiple copies route, you could have them save all of their files in the same folder location with a standard name and schema and run a wildcard input (see here). The critical piece though is that all of the files need to have the same column names and the same data structure