Change workflow ownership in Gallery

Is there a preferred way to change ownership of a workflow in Gallery?

As the server administrator of our organization, I would like to reassign workflows of users who have moved on. I can make it so the new user can download the workflow and republish it, but it seems like that's a very cubersome process involving permission and role changes.

I'm looking to see if Alteryx has a documented process to do this that's not so tedious.

Thanks,

Workflow

Tips and Tricks

Server

Best Practices

Accepted answers

ramesh_neel

@smysnbrg - I had the same issue as well and reached out to Alteryx support who provided me an application that updates the MONGODB and changes the ownership . Apparently that's the only way to change ownership currently .

All comments

Luke_C

Hi @smysnbrg

This idea was raised and was sadly marked as 'revisit'. Some comments note maybe something is possible with the APIs to update the mongoDB, but I'm not sure if anyone's had any success doing so.

https://community.alteryx.com/t5/Alteryx-Server-Ideas/Allow-Transfer-of-Owner-from-one-Workflow-to-Another-by-an-Admin/idi-p/593995#comments

ramesh_neel

smysnbrg

I will contact support - I appreciate it.

cjayachandran

I am also facing the same issue. It would be nice to have this feature added to the application for the administrator role if not to other roles.

Ariharan

Hi @smysnbrg,

The Shared Studios approach is being followed by our team in order to eliminate this problem. We added the group of people to shared studio subscriptions and they can publish the schedule and workflows via shared studios.

Let me know if this helps and please mark it as the solution if so.

Regards,

Ariharan R

RodLight

The thing is that Alteryx has been stating for some time that studios will be going away and that companies should shift to using Collections for the sharing. Which still leaves the problem...

PanPP

Hi @smysnbrg @Ariharan @cjayachandran @ramesh_neel @RodLight

With the recent release of updated APIs, you can change the ownership of workflows via the APIs shown in the image below.

API - Workflow.png

Hope this helps, if it does please like this post and if it helps resolve your problem, mark it as a solution. If you have any other questions, please let us know.

RodLight

@PanPP ,

Thanks for the response. However...

This API functionality doesn't really address the issue as in order for this to work (as noted in your screenshot), both owners must be in the SAME subscription. And having shared subscriptions is going opposite of the recommended Alteryx best practice that has been noted in various places for some time...and that is...do NOT used shared studios as these are eventually going away...use collections instead.

What is needed is the ability to move a workflow from one subscription to another. Or I guess in the new vernacular of recent versions of the gallery, move from one "workspace" to another.

1737280

This API method does not work, as it keeps throwing an error about a parameter that's not on the interface:

{ "message": "The request is invalid.", "modelState": { "updateWorkflowContract.RevisionId": [ "The provided revision ID is invalid." ] } }

However, the JSON example does not contain such a parameter. I tried adding "RevisionId": "1" to the JSON input parameter no effect.

It's frustrating that such a common need is continuingly ignored.

Furthermore, this API has EVERY parameter set to required. The team that implemented these APIs don't understand the needs. If I'm modifying certain attributes of a workflow, why should every other attributes be required??? The design pattern for such an API should be all attributes are optional, you update whatever the attributes are passed in, and don't touch any other attributes not mentioned in the call.

Div

Can you provide us that application?

jason_scarlett

Flat out painful.
Please take a look at how Tableau Server does things. So much easier to manage things.

CatheyH

This has been updated to "Coming soon" (potentially 2024)

There is also a workaround option to mark a workflow's history as "visible to others" in workflow settings.

https://community.alteryx.com/t5/Alteryx-Server-Ideas/Allow-Transfer-of-Owner-from-one-Workflow-to-Another-by-an-Admin/idi-p/593995#comments

markashman

I tried the API approach, copied the example body syntax and yet it errors:

{ "message": "Invalid Subscription." }

Anyone have any joy using this workaround

CatheyH

I am finding this frustrating. Hoping that this as well as ability for admins (or even everyone is same collection) to see all runs is added when subscriptions finally go.

We have multiple scheduled workflows, that a number of team members monitor. At the weekend a few failed and a team member manually ran the workflows. Unfortunatley, even, though history is shared, noone else in the team / same studio can tell that those workflows have now been successfully run because the history is for schedules (or owner?) only. We have got around this by building a query using MongoDB connectors, but frustrating that it isn't in the Gallery UI.

kgmeagher

I was searching again for any great answers on the problem of wanting to change ownership on a workflow - frustrating that a very obvious requirement cannot be easily done.

esoden

Hey All! Workflow Admin Manager will allow you to transfer ownership of 1 or 100s of workflows with a few clicks. It also has reports that analyze security, what's in/not in studios/collections, and allows you to migrate them around. It also allows you to move your workflows from one Server/Gallery to another with a GUI.

The goal was to help the Alteryx Server admins and auditors by adding features we all need to scale Alteryx safely and easily.

The video here is a snip from a webinar we did with a full review of WAM. https://capitalizeconsulting.com/webinar/wam-governance-maintenance-reporting-challenges-are-solved/

(view in My Videos)

mbaerend

I'm happy to announce that as of Alteryx Server 2024.1, curators can now transfer ownership of workflows and schedules individually and in bulk via the Server UI and APIs! Curators can transfer workflows between users even if the users are in different studios, and when a workflow is transferred, it will move to the new owner's studio.

We also added two new APIs for curators to transfer asset ownership.

PUT /v3/users/{userId}/assetTransfer - Transfer ownership of all workflows, schedules, and collections from one user to another in a single API call.

PUT /v3/workflows/{workflowId}/transfer - Transfer workflow ownership from one user to another with the option to transfer the workflow owner's schedules as well.

These are our first steps at improving our transfer options and we will continue to improve them in the future. For more information, please check out the links below, and if you would like to suggest more transfer features, please submit a new idea and we will check it out!

Alteryx Server 24.1 Release Notes

Transfer Workflow Ownership Help Documents

Transfer Schedule Ownership Help Documents

PUT /v3/workflows/{workflowId}/transfer Workflow Endpoints

PUT /v3/users/{userId}/assetTransfer User Endpoints

mbaerend

We also added two new APIs for curators to transfer asset ownership.

PUT /v3/users/{userId}/assetTransfer - Transfer ownership of all workflows, schedules, and collections from one user to another in a single API call.
PUT /v3/workflows/{workflowId}/transfer - Transfer workflow ownership from one user to another with the option to transfer the workflow owner's schedules as well.

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