Send email when anybody downloads a workflow from the server

[craigja]

We have a workflow that we want to make sure nobody changes - what I want to do is set up an alert so that an email is sent to management if anybody downloads it from the server. Is there any way to set this up?

[KaneG]

Hi @craigja, 

If someone downloads the workflow, then in order to replace the one that's on the gallery, they would need to save their edited version to the gallery and then 'Replace Workflow' to merge them, which if they have that permission, then they could replace the workflow with anything. However, you can stop them from downloading the workflow through the below options:

If you wanted to stop someone from being able to edit the workflow (via File > Open > Gallery > ...) then share the workflow to a collection and make it so that no one has edit privileges on that collection.

I give these options as there is no default method of email on a specific download. In theory, the action may be captured and decipherable in the MongoDB or logs and so you could report on it after the fact, but that would be a manual process run each night for instance. The replacement of a workflow is definitely captured in the version history.

[craigja]

Thanks for that, not sure it would work though, what we really want to be able to do is monitor/alert if anybody, including myself downloads or makes a change to this specific workflow.  I think I would still be able to download this workflow, change it then upload it as another version.....  I think the simplest method may be to get a new account setup and get senior management to type that password in to the workflow when I go to upload it.  That way I dont know the password used to access the location and if I do anything to the workflow I would need to re-upload and get that password typed in again...

[hroderick-thr]

My comment isn't regarding the specific email question you have, but the root cause of concern that change management isn't a Gallery feature. For this reason, workflows we deem to be "production" are not run from the gallery. The end of our change management process includes me downloading an approved version from the gallery to the server then using Task Manager or our enterprise scheduler (Control-M) to run a bat file that runs the workflow.