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This is Part 2 of the Alteryx Gallery Series - The Gallery Series only refers to the Alteryx Server where you can host your Private Alteryx Gallery. This Article with refer to 'Alteryx Gallery' as a privately hosted Gallery on the Alteryx Server.
Part 1 Alteryx Gallery Series - The Lay of the Land 101: Gallery Admin Edition
Part 3 Alteryx Gallery Series: App Publishing & Version Control 101 - Alteryx Community
Part 4 Alteryx Gallery Series: How to make the most of your Alteryx Gallery – Use Cases
Each section of the user interface is outlined and described below:
Often utilizing and navigating the Private Alteryx Gallery for the first time (or even for veterans) can be difficult. This article aims to make this process simpler by giving a step-by-step guide on where to find the main areas of the Alteryx Gallery, as well as those hidden features.
Finding the Alteryx Gallery
The URL is typically the ServerMachineName(or IP)/Gallery unless another domain has been defined.
**** Speak to your IT or Alteryx Server Contact to find URL address.
If it is an internal server, the user will need to be logged into your organization’s VPN before accessing the Gallery.
Accessing the Gallery
User visits the Gallery on their own:
Depending on your pre-defined user authentication setting, the user may be granted access to the Gallery the first time he or she visits the URL.
If your Gallery utilizes Windows Authentication, a Gallery Account is automatically created when a new user visits the site.
If your Gallery utilizes Built-In Authentication, the new user may create their own Account profile by “Joining” the Gallery from the Gallery home page.
Gallery Admin invites user to the Gallery:
The Gallery Administrator may invite users to join the Gallery. This allows the Administrator to set up all of the users specific privileges before that user views the site.
If your Gallery utilizes Windows Authentication, the admin would enable “No Access”. You will receive no notification from Gallery once you have registered.
If your Gallery utilizes Built-In Authentication, the admin would disable the “Sign-Up Form” (Link to gallery admin page). The user will receive an invitation email and be asked to validate their account.
Lay of the Land: Everyday Gallery User
“HOME is where the heart is”
When you create a workflow, macro or app in the Alteryx Designer and upload in to the Alteryx Gallery you can CHOOSE to share your workflow to the Public Gallery (Home). You will need to be a Data Artisan to publish to the Alteryx Gallery (Link Permissions page).
Users with access to your Gallery URL may access the Public Gallery section. External users cannot view and run workflows in the Public Gallery unless they have been invited by an Admin and have network rights to access the Gallery website.
Users often upload proof of concepts or demo applications to the Alteryx Gallery which other users can use for reference.
Public Gallery section that have been tagged (after publishing) with a specific keyword set by the Gallery Administrator.
“The last of the thirteen DISTRICTS of Panem”
Districts are Alteryx workflows shared in the Public Gallery section that have been tagged (after publishing) with a specific keyword set by the Gallery Administrator.
Districts are used for housing macros which are used within different internal departments.
“Welcome to my Private Studio”
A user will ONLY receive their own Private Studio if their user permission level (set by the Alteryx Gallery Admin at sign up or before) are designated an Data Artisan User. This will allow them to publish Alteryx workflows from their Desktop Designer.
By default, a Data Artisan will only see the workflows they have published themselves in the Private Studio section. To see content created by other Data Artisans, a workflow may be shared in the Public Gallery or via a Collection or Studio.
"Brand new Insights"
New feature added in the Alteryx Server 2018.2 allowing you publish interactive charting directly into a web browser
This dashboarding features offers users the ability to filter and drill down into Analytical Insights
“You’re the chosen one, welcome to my Collection”
Collections are a means for ensuring only specific users may access workflows to which they are assigned.
Collections are managed by users NOT by the Gallery Administrator.
Collections are tied to one Private Studio only.
A user must have their own (paid) Private Studio OR be a member of another Private Studio in order to run workflows shared via a Collection.
Data Artisans can invite Users to a collection through the users tab inside of the collection. These Users will have to sign up to the Alteryx Gallery or be users in the same domain as the Alteryx Gallery is hosted on.
You can have Multiple Admins for collections
“Let’s see these Workflow Results”
Gallery Users may view the results/output of their own previous workflow executions.
You can never see the results of other user’s executions via the Gallery.
'Let's automate that for you' - Scheduler
In Alteryx 11.0 the gallery Admin can allow users to schedule directly from the Alteryx Gallery.
You can click on the scheduler tab and schedule your workflow by choosing the workflow and frequency you wish to run the schedule on.
You then get visibility to your schedules only, and have the ability to edit the schedule and remove the schedule from being run.
This is Part 1 of the Alteryx Gallery Series - The Gallery Series only refers to the Alteryx Server where you can host your Private Alteryx Gallery. This Article with refer to 'Alteryx Gallery' as a privately hosted Gallery on the Alteryx Server.
Part 2 Alteryx Gallery Series - The Lay of the Land 101: User Edition Part 3 Alteryx Gallery Series: App Publishing & Version Control 101 - Alteryx Community
Part 4 Alteryx Gallery Series: How to make the most of your Alteryx Gallery – Use Cases
The Lay of the Land 101: Gallery Admin Edition
The Gallery Admin is the Godfather of a Alteryx Gallery. The Admin is less involved with the workflow content of the site and more involved with management of users and their overall experience on the Gallery. This article will help the Gallery Admin navigate the Admin settings within the Private Alteryx Gallery.
Each section of the Admin interface is outlined and described below:
A Subscription is another name for a Studio. A Studio allows Alteryx Designer users to publish and share workflows privately within their organization.
Each user that creates a Gallery account is automatically given their own subscription which can become a Private Studio if the user permission level is designated an Artisan. As a Gallery Admin you will have to make this user an Artisan, take a look at the ‘users’ section below which details how to do this.
Each Studio includes a limited number of artisans and members – assigned by the Gallery Admin.
Once a subscription has been created, it can be deactivated but not deleted. Gallery Admins are the only ones with permissions to create subscriptions.
Creating and adding users to Private Studios
To create a studio (subscription) click on ‘subscription tab’ and click on ‘Add New Subscription’. You will now have the ability to create a studio (subscription)
This will be the subscription screen below:
Gallery Admin can create studios as well as manage the users and workflows assigned to them.
There are numerous options when creating a Subscription or Studio:
Private Studio Name: The name for the studio, which displays at the top of the page when the user clicks “Private Studio” on the left menu of the Gallery page.
Contact Name: The person who owns and manages the studio.
Free: Artisans and Members who are part of the studio can run workflows in the Public Gallery
Paid: Artisans who are part of the studio can publish and run workflows in that studio and Members can run workflows
Artist Seats: The number of Artisan seats available in the studio. Artisans can publish, run, and share workflows.
Member Passes: The number of Member seats available in the studio. Members can run workflows in studios for which they have been assigned.
Expiration Date: The date the Paid subscription expires. When a paid subscription expires it is downgraded to a Free subscription.
API Enabled: Access to the Private Server Gallery API is enabled by default. The Gallery API supports the ability to authenticate, list apps, run apps, and retrieve app results using an API Key and Secret which are accessible via Gallery Settings.
Disable user sign-ups: Limits who can sign up for your Gallery. Forces users to be “invited” to join the Gallery.
Allow anyone to run public workflows without singing in: If this option is selected, anyone with access to your Gallery URL may run workflows that are available on the Home Page.
This is how to add a user to a studio (Subscription). You need to take the subscription key from the ‘subscription’ section (above screenshot) and add this into the studio key within the User profile below.
When a user now publishes from there Alteryx Designer to the Alteryx Gallery they will see the studio name they are associated with. This is linked by the same subscription and studio key.
Users can only be part of one Studio at a time.
Gallery Admins can add users directly to the Gallery or they can send an email inviting user to log in and add themselves via the Join now form on the main page of the Gallery.
User permissions are managed in the users profile (or in “Permissions” if using Windows Auth) as well as in their assigned studio.
The new user is added to the Users page. The users name, email (for Built-In Auth), and name of their studio display in the user box as well as icons that represent their permissions.
When using Built-In Authentication, the Gallery Admin can designate the permission level of users before they sign up to Alteryx Gallery on the users tab
Built-in Permissions Screen (Users permission level for the whole Alteryx Gallery)
Windows Auth Permissions screen (Users permission level for the whole Alteryx Gallery)
Gallery Admins can manage user permissions in the Permissions page when using Windows Authentication only.
A default permission level (No Access, Viewer, Artisan, Curator) can be set for any new or existing user who joins the Gallery.
Admin Tip: Set the default permission to No Access or Viewer if Content Security is of chief concern. This will require users to be invited to run workflows on the Gallery
Once a user has been created, it can be deactivated but not deleted.
Gallery Admins can add workflows, apps, and macros to the Gallery and manage their icon, description, Run Mode settings, and exemptions.
Admins can also create “tags” and associate them to workflows so searches within the Gallery return better results.
Run Mode: Determines the level that workflows are permitted to run in the Gallery. Workflows that contain certain tools or access may need to be blocked. The default Run Mode is selected when the server is configured.
Unrestricted: Any workflow can be run.
Semi-Safe: Workflows using Run Command, Download, Email, “R”, or Events will be blocked.
Safe: Workflows using above tools or accessing/storing data on non-local drives will be blocked.
Requires Private Data: Indicates if the workflow requires licensed data to run.
Private Data Exemption: An exemption can be given to a workflow with private data so that it can be run.
Gallery Admins can create new districts and modify the district name, description, and icon image. Once the District has been created, it will be displayed below the “Home Page” menu option on the Gallery.
This tab within the Gallery Admin section is only available for Alteryx Server Version 11.0 and above
This tab will give you the option to pre-define credentials that can be sent down to designer users
This will help when managing access and Alias creation on both Designer & Server
DSN-less connections will run straight away. DSN connections will need to be set up on the location machine and server machine
Set workflow credentials which can be use when running a workflow from the server. These will also appear in the designer when uploading/scheduling a workflow
Click on 'change; and you get the following options
Use Default Credentials
This will use the server service account details to run workflows if nothing has been set in the 'Run As' section of the Server System Settings
Require User Credentials
When running the application from the Alteryx Gallery the users will have to enter in credentials
Allow users to set options for credentials option
The best practice would be to ask users for their credentials so they can only access the data they have privileges for within your internal IT environment.
The interface will look like the screenshot below. When uploading an App from your Alteryx Designer (File>>Save as>>>My Company's Gallery) you can click on 'Workflow Options' & 'Set Workflow Credentials'.
This will give the user three options
'User is not required to specify credentials' - The application/workflow will run as the default Alteryx Server user account (Run As settings in system settings on server config).
'Always run this workflow with these credentials' - The user can enter the credentials at this point, however preset credentials can be added within the Alteryx Gallery Admin section ("Workflow Credentials")
This is where you can give users permission to schedule workflows they upload to the Alteryx Gallery. This will allow all artisans to schedule workflows.
The server can send email notifications for various events. The SMTP server information is entered when the server is configured. Gallery Admins can manage the types of notifications and the message text.
Admin Tip: Disable notifications so your users don't get spammed by the Gallery.
Customize your Alteryx Gallery!
Banner Ads can be added to be displayed below the search bar on the Home page. Uploaded Files can be added to the site to which Gallery Users can access via Links.
You have the ability to change the Gallery Name, Logo and Color Scheme within the web Browser.
This is often used to house FAQs, Help & Links
Add link to your Page or URL in the Header or Footers.
If you have any outstanding questions please reach out to our Alteryx Support
Now, find all your Server and Gallery questions and answers in one place! The new Gallery Admin Help Page has your Server Installation Guide, Configuration instructions, and the much-requested Administer Gallery management features - Subscriptions and Studios defined! Manage your user permissions! Edit user accounts!
Assets are an important part of your workflows in Alteryx. Assets will need to be included if you want to share, schedule, and publish your workflows to your Gallery. We run into many cases where users are able to run workflows on their Designer but they fail on Scheduler and Gallery. In a lot of cases it is due to the pieces of the workflow are not all there in the Scheduler and Server database. In this article, we will talk about when you need assets, how to package the assets, and what assets you want to make sure are a part of your workflow.
When You Need Assets:
When building and using workflows in the Alteryx Designer you don’t need to do anything with your assets as they are a part of your workflow locally, but if you want to move the workflow somewhere or to someone, you will need to package the workflow.
When sharing your workflow with another user, the workflow will need to be packaged with those assets so that the user can run the workflow without error. This would include input files as well as macros. If the workflow is connected to a database or using Alteryx Data, the user will not be able to run the workflow successfully unless they have access to those data sources on their own machine.
If you have Server or Desktop Automation, the Scheduler will be using a database separate from your Designer. If you have Server you will be using a MongoDB and if you have automation you will be using a SQLite database. This would mean that any macros that are not on the server or SQLite database would need to be added. By packaging the workflow and scheduling the package, the Scheduler will be able to access any custom macros or macros not included with Alteryx. This would include Predictive as well unless you have installed the predictive tools to your Server. If you have version 11.0 Server or later, you can send your workflows to your private gallery and schedule them on your server. When you do that, Alteryx will package the workflow the same as if you were sending an app or workflow to the Gallery as below.
The Gallery works a little different than packaging a workflow or Scheduled workflow. The difference is that the Assets will need to be on the Alteryx Server along with the workflow for the app, macro, or workflow to be used on the Gallery. Basically, the Save As option to the Gallery of your choice will start the packaging process of your workflow and Assets. The Save As a workflow window will appear with information about your workflow that you are sending to the Server Gallery. Select Workflow Option. Below the Workflow Options you will select Manage workflow Assets. This is where you can include and exclude information being sent to the Gallery.
Packaging the Assets:
Select in the tool bar Options ->Export Workflow. This will then launch a window that will show the name of your workflow, the location where the package will be stored, and the list of workflow assets.
When sending your workflow to the Gallery, you will do a Save As to and the Company’s Gallery. A window will open and you will see Workflow Options at the bottom of the page.
Select Workflow Options
You will then reach the Assets window which is similar to the packaged Assets window above.
You also have a second option when sending workflow to the gallery. In the Workflow Configuration window, select the Events tab, Select Add, Run Command. You will see a tab called Assets where you can add assets to the workflow. This is especially helpful when you are adding a chained app to the gallery. Check out Jordan’s article for the step by step: Adding-Files-to-the-Gallery.
What Assets Do I Need:
Great! I found the assets, but why are some missing, some checked, some not checked and which ones do I really need and what don’t I need?
You may see that you have Input and Output assets. When you are packaging a workflow to send to a user, you can include those assets if the user does not have those files to run the workflow. If the user does have the files or they are going to update the Input files or Output files, then you would not include them. The Input and Output assets will never include database connections only files.
The .yxmc files can be an important part of your workflow. Many of the Alteryx tools are .yxmc files and if these macros are a part of the Designer package, you won’t need to include them in the package as Alteryx knows that these tools will be in the workflow (example Report Header Tool is a macro). If macros are downloaded from the Alteryx Gallery, custom created, or sent from another user, these macros will need to be included as Assets.
When you publish an application to the Alteryx Gallery it packages this workflow up into a yxzp and creates folders called 'Externals'. In these folders it might contain macros within your workflow or more commonly input and output file locations.
The Designer does this is to ensure your application has the read and write capabilities when published to the server. However, you may be confident that the server has access to a mapped drive or database. Therefore, you can do the following to keep your macros, input & output file paths absolute (C:\Users\etc.) rather than relative (.\etc):
1. Within the Alteryx Designer go to File>>Save As>>Gallery
2. Before Saving go to 'Workflow Options' >>> 'Manage workflow assets'
3. Make sure all macros, input and output files you want to keep absolute are unchecked
4. When you publish to the Alteryx Gallery now these macros, input and output file will keep the same path and not kept in external folders.
Consideration: When uploading to the Gallery the location of the macros needs to be accessible from the server. Hence, it is best practice to have these on a mapped drive or on the server itself so the workflow does not error.
Question The below question was originally asked in the Discussion boards and comes up somewhat frequently from Server users:
Where I'm left scratching my head is how to best set up Gallery, manage permissions, and manage schedules. In an ideal world, I guess I'd see it going like this:
Developers create workflows & upload to private gallery
Admin (me) updates connection strings and performs cursory review before moving it into a shared area. Developers should be prevented from doing this.
QA team reviews and gives signoff.
Admin (me) moves to a shared area (a collection?) and schedules the workflow as needed. Developers sho uld be prevented from doing this.
Is this approach feasible given the functionality of Gallery? For now, it seems somewhat all-or-nothing to me. If I make somebody an Artisan, it seems like they can publish things to the gallery, schedule workflows, etc. But I may be completely missing something here.
Also, I'm using Windows authentication and I don't see any way to add users to a Subscription. There's literally no button below the Artisans & Members boxes. How do I do this?
Answer The below answer was provided KoryC:
What you're wanting to do is very similar to what we see other customers looking to accomplish - essentially, better and more granular control over what users can do within given projects, and a promotion process of workflows. Today, our Gallery does indeed, as you mention, provide the artisan access as a sort of all or nothing type of deployment. So unfortunately, the level of access control you're looking for today is not yet available, but it is on our roadmap and something we are actively looking at for a future release - this is one of our top priorities.
So today, the best approach is indeed to make those developers artisans. Yes, this will enable them to make things public or share them even if they shouldn't, but there are still administrative capabilities, such as removal of workflows, that can help in case such accidents or activities occur.
And as for the user-to-studio management in Windows Auth mode - we're looking to get that button added for an upcoming release, and on top of that, taking a good look and building out some better and easier ways of managing users in Windows Auth mode in general, much in alignment with how we want to make user and gallery management easier in the future.
Let me know if this helps. I know it's not the ideal answer you'd want today, but we are looking to make some significant improvements here. I'd also greatly appreciate any time you may have to go over features like this and to get more direct feedback in the future too!
As far as your question regarding Windows Auth vs. Built-in - no, it's not required to use built-in for subscription artisans (though members don't make much sense in a Windows Auth environment). It is, however, trickier to manage, as you've discovered. The facilities for managing studios-to-users in Windows Auth are lacking at the moment, and it's an area we're looking to improve. Copying and editing the subscription key is indeed the only way. And yes, only one subscription per user - though this is another area we are looking at expanding upon in the future.
There is a button in v10.5 to add artisans to a studio, but not for members, which will likely ultimately go away, at least with Windows Authentication deployments.
For more information about Gallery Administration and setup, take a look at the following article. The link goes to the first of a four part article series:
Alteryx Gallery Administration
Changing your private gallery URL can be very important, particularly when inviting end users to run applications, download macros and run workflows from your company's gallery.
There are few steps you will have to take to make this happen:
The default URL will look like this: http://localhost/gallery/
The part of the URL which is editable is the "localhost" part and this can be changed to the IP or Machine Name of the server
The reason for the /gallery is when the full Alteryx Server is loaded and configured, AlteryxService (the Scheduler) takes root / for itself. Since both the Scheduler and Gallery can’t coexist in the same area, Gallery is moved into its own subfolder
DSN settings will need to be altered when you set up a fully qualified domain name (FQDN)
For example pointing a server with the computer name of ir-lt-jb-01 and an IP address of XXX.XXX.XX.XXXX to jordanbarker.alteryx.com. You will need to get your company's IT department to make these edits as they will have access to their DNS servers
Receiving the error below when attempting to schedule a module?
“An error occurred in the scheduler. Server Error: 500 Server Error GetExpectedValue: Expected “Container” but got “Sid” Incorrect type requested 1 actual 4”
Post v10.5 release, your Alteryx Server and working environment must be of the same version in order to enjoy the upgrades of the release and still be able to commit scheduled workflows correctly. When the versions of your worker and server do not match, you’ll receive the error above. While our recommendation is to be using the most up to date release, you can always upgrade or revert your designer version either at our Downloads page (current version) or the Previous Releases webpage. To check on the version you’re using, you can navigate in the Designer to the Help >> About menu.
This is Part 4 of the Alteryx Gallery Series - The Gallery Series only refers to the Alteryx Server where you can host your Private Alteryx Gallery. This Article with refer to 'Alteryx Gallery' as a privately hosted Gallery on the Alteryx Server.
Part 1 Alteryx Gallery Series - The Lay of the Land 101: Gallery Admin Edition Part 2 Alteryx Gallery Series - The Lay of the Land 101: User Edition Part 3 Alteryx Gallery Series: App Publishing & Version Control 101 - Alteryx Community
With the enormous potential of the Alteryx Gallery it is important to utilize all of its power into making better data driven decisions. But, what if you are unsure how to shape the Gallery for your particular use case? This article outlines a few of the potential ways you can do that.
This is a simple way of organizing the Gallery if you have a small groups of Alteryx Content creators who develop end solutions for Business Decision Makers in certain internal departments.
You have a few Data Artisans who create, parametrize and upload the Applications (Gallery Admin will need to assign Data Artisan level permissions for these users)
They all have private studios to develop in to push content up (Default)
They have the ability to create Collections for end users and invite them to join (End users will need to have signed up to the Alteryx Gallery or be in the Domain where the Alteryx Gallery is hosted)
The owner of the collection will then have to use the ‘users’ tab inside the collection to add the end user who will then be able to run the reports as a ‘Viewer’ of the Collection.
You have a group of Alteryx creators who make custom applications for particular departments. You would like to share these applications across multiple users within that department.
You have a few Data Artisans who create, parametrize and upload the Applications (Gallery Admin will need to assign Data Artisan level permissions for these users)
The Gallery Admin has created a Studio (Subscription) for that particular department and given the Alteryx creators Artisan permissions to that studio. As Data Artisans can only belong to one studio at once, the application they build in the Alteryx Designer will now ‘land’ in that departments private studio. (Use this as a development platform).
Once the application have been tested, the Gallery Admin can then assign the Data Artisans to a collection whereby they can upload the finished applications. The Gallery Admin can then add the end users to that collection to run the applications as “Viewers”
You have multiple different departments consuming these applications from one set of Alteryx creators. The end users just want to run the application without knowing any of the Alteryx behind the scenes logistics.
As Data Artisans can only publish to one studio (subscription) at a time, it may be useful to have a cross-functional studio to house applications for different departments.
The Gallery Admin know can just assign one subscription/studio key to each Data Artisan.
The Data Artisan uploads to this one cross-functional studio
Once the applications have been uploaded to the Studio they can then be published to the end users in the specific department collections. The users have already been invited to that collection by the Gallery Admin.
Hierarchy (Varied End Users)
You have a range of end users requesting detailed reporting
The Gallery Admin assigns a cross-functional studio for all Data Artisans.
Analysts require a greater range of detail for their UI on their applications. Therefore, the Gallery Admin creates a collection for analysts and invites the Data Artisan to publish the more detailed applications here.
Management require more cohesive and precise reporting so these application are hosted in a different collection for these users.
All of the end users (analysts & management) are invited as viewers to just run the workflows.