Can I include version information/metadata when my users run a workflow on Server?

My goal is to have an output that shows that workflow XYZ was run on version #. The output xlsx file will contain its expected data and another tab that says "version 1 - published 1/14/25 4:51 PM" (for example)

We're on 2024.1. A few of the people who save workflows onto Server are Gallery Admins but the majority are not. No one has access to the AWS environment where Gallery is installed. I'm hesitant to use the Server API Tool, since I think that'll confuse most of my users. I'm hoping there's a way to do it directly in Designer.

Let me know if I can provide any additional information about what I'm trying to do!

Workflow

Gallery

Output

Tips and Tricks

Accepted answers

fmvizcaino

Hey @Carolyn ,

Another option is to have a scheduled workflow using the server API tool to populate a database table (or even a file in a shared folder) with this information. Then, have a macro querying this table/file.

This would eliminate the need for all designer users who use the macro to install the server API tool.

Best,

Fernando V.

All comments

gawa

@Carolyn Let me ask about the context of your question. Do I understand it more or less correct?

1) As the WFs on the Server may be updated from time to time, the version of WF by which the output was created should be identified in the output file for better traceability.

2) Straight forward solution could involve the Server API to get meta data of the WF, but access to Mongo DB is basically not widely allowed and cannot be recommended to the most users since distributing password of Mongo DB is not a good manner. So you are looking for alternative way to realize it.

fmvizcaino

Hi @Carolyn ,

I would create a locked macro (to protect the clientID and secret if needed and simplify the usage) with a simple interface for the workflow owner to provide the appID. This macro would use the server API to retrieve the workflow version.

I understand you don`t want to use the server API, but the only other option is connecting to MongoDB as that is worse 😅

Best,

Fernando

Carolyn

@gawa wrote:
@Carolyn Let me ask about the context of your question. Do I understand it more or less correct?
1) As the WFs on the Server may be updated from time to time, the version of WF by which the output was created should be identified in the output file for better traceability.
2) Straight forward solution could involve the Server API to get meta data of the WF, but access to Mongo DB is basically not widely allowed and cannot be recommended to the most users since distributing password of Mongo DB is not a good manner. So you are looking for alternative way to realize it.

Hi @gawa ,

1) Yes, exactly.

2) I was trying to find a way to avoid even the Server API tool. As @fmvizcaino stated, that's probably not possible without making the solution worse.

Unless anyone has any other ideas, it looks like a locked macro will be the way to go.

Thank you both!

fmvizcaino

Hey @Carolyn ,

This would eliminate the need for all designer users who use the macro to install the server API tool.

Best,

Fernando V.

Carolyn

@fmvizcaino - I love that! That's a great idea - it solves my concern while still providing the information. I'll see what I can do. Thank you!

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