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Version: 0.17.6

Save Workflows

A workflow is a replayable chain of utterances that you can use to save your work. They can also be run over and over again on your data at a later time (such as when you receive next quarter's data and need to generate a new report). They also form the foundation of Insights Boards.

You can also save your work as a snapshot. Snapshots are a saved collection of datasets from a session that can be used to resume, load, or share at a later time.

This topic covers saving, using, editing, and exporting workflows and snapshots in DataChat.

Snapshots

Save a Snapshot

To save your current session as a snapshot:

  1. Click the Save button.
  2. Click the Snapshot option.
  3. Enter a name for your new snapshot.
  4. Optionally, select the force overwrite checkbox to overwrite an existing snapshot with the same name.
  5. Click Submit.

save a snapshot

If you'd like to only save specific datasets from your session, you can enter in the chat box: Save the current session as a snapshot <name> adding the datasets <datasets>.

Open a Snapshot

To use a snapshot:

  1. From the homepage, click the Snapshots page.
  2. Select the snapshot you'd like to open.
  3. Click the Open Snapshot button.

open shanpshot icon

Edit a Snapshot

To edit a snapshot:

  1. From the homepage, click the Snapshots page.
  2. Select the snapshot to edit.
  3. Click the Edit Snapshot button to open the editor.

edit button

Refresh a Snapshot

To refresh a snapshot, enter in the chat box: Refresh the snapshot <snapshot name>. Or, from the homescreen, click the Snapshots tab, select a snapshot, and click the Refresh Snapshot button. This replays the workflow associated with the snapshot.

refresh snapshot button

Rename a Snapshot

To rename a snapshot:

  1. From the homepage, click the Snapshots page.
  2. Select the snapshot to rename.
  3. Click the Rename Snapshot button.

rename button

  1. Enter the new name, then click Submit.

If you would like to add datasets to an existing snapshot, enter Save the current session as a snapshot <name> adding the datasets <additional datasets>.

note

Make sure to save the snapshot using the same name, then when prompted, select Yes to overwrite the existing snapshot.

Share a Snapshot

You can share a saved snapshot with another user with the Share skill, or you can:

  1. From the homescreen, click the Snapshots tab.
  2. Select the snapshot to share.
  3. Click the Share Snapshot button.

share a snapshot

  1. Select the users to share the snapshot with.
  2. Select whether they are an editor or viewer of the snapshot.
  3. Click Save.

share a snapshot form

Delete a Snapshot

To delete a snapshot:

  1. From the homepage, click the Snapshots page.
  2. Select the snapshot to delete.
  3. Click the Delete Snapshot button.

delete snapshot button

Workflows

Save a Workflow

To save your current session as a workflow:

  1. Click the Save button.
  2. Click the Workflow option.
  3. Enter a name for your new workflow.
  4. Optionally, select the force overwrite checkbox to overwrite an existing workflow with the same name.
  5. Click Submit.

save a workflow

This saves your session as a workflow (.dcw) file, which you can access from the Workflows section on the homepage. Make sure to give the workflow a descriptive name you'll use it to make edits to the file or replay the workflow. Refer to Edit a Workflow for information on editing workflows.

To improve workflow replays, some skills are not included in saved workflows:

  • Collaborate on this workflow with <user>
  • Connect to the view <view name>
  • Create a new alert <alert>
  • Create a new API <api name>
  • Export the current workflow to <file name>
  • Export the saved workflow <workflow name> to <file name>
  • Forget the alert <alert>
  • Help me
  • List all alerts
  • Publish the <object>
  • Replay the workflow <workflow name>
  • Save the current chart as <name>
  • Save the current session as
  • Save the defined expressions to <file>
  • Share the connection <connection name>
  • Share the file <file name>
  • Share the workflow <workflow name>
  • Subscribe to the alert <alert name>
  • Unsubscribe from alert <alert name>

Save a Trimmed Workflow

If you've spent a lot of time exploring your data, calculating different values, and plotting charts, you might want to save a workflow that creates only the tables and charts you actually need.

To save a trimmed workflow:

  1. Select each of the tables, charts, and notes you want to keep using the checkbox in the header.
  2. Click the Save button in the toolbar.
  3. Give your workflow a name.
  4. Click Submit.

saving a trimmed workflow

The resulting workflow contains only the necessary utterances to create the selected charts, tables, and notes.

Save a Copy of a Workflow

  1. From the homescreen, click the Workflows page.
  2. Select the workflow to copy.
  3. Click the Save As button, then enter a new name for the copy.

saving a copy of a workflow

Tag and Describe a Workflow

You can add tags and a description to your saved workflows to make them easier to search for and to remind yourself, and anybody else with access to the workflow, what the workflow does.

To add tags and a description:

  1. From the homescreen, click the Workflows page.
  2. Select the workflow to tag and describe.
  3. Click the Edit Metadata button, and enter a new name.

the metadata editor button

  1. Add a description of the workflow.
  2. Add keywords in the Keywords field and then click the + button to save it. Repeat this step to add as many keywords as you need.

the metadata editor

  1. Close the Metadata Editor to save your changes.

Replay a Workflow

After you've saved your workflow, you can replay your workflows either from the homepage or from within a session.

From the homepage:

  1. Click the Workflows page.
  2. Select the workflow to replay.
  3. Click the Replay Workflow button.

Replay Workflow

For example, if you will receive a new version of your dataset next month, upload your new dataset to replace the older one, click the Replay Workflow button next to the workflow to open a new session and perform the same analysis on your updated data.

If you'd like to use a different dataset name with the same analysis, you can also click the Step-by-Step Replay button.

Step-by-step replay

From the homepage, click the Replay Workflow button next to the workflow to automatically re-run the workflow.

If you'd prefer to minimize the outputs in the display panel except the last three, click the Replay with Outputs Minimized button from the Workflows page.

outputs minimized replay

You can also replay workflows in a sessionin the chat boxwith Replay

note

Replay the workflow as the first utterance of the session or it won't be automatically saved and verified.

Enter Replay the workflow <workflow name> one step at a time and use the toolbar to step through the workflow with the following options:

  • Execute the action. Perform the next action.
  • Continue the replay. Continue the workflow without pausing.
  • Add an action. Add a new action to execute before the next action.
  • Skip an action. Move to the next action.
  • Cancel the replay. Stop replaying the workflow.

If the workflow encounters an error while replaying (such as a database or column name that has changed), the replay pauses and switches to a stepwise replay (if it isn't already in one). Adjust the utterance that generated the error and continue the replay.

You can also enter Replay the workflow <workflow name> with outputs minimized in the chat box to run the entire workflow at once, with all but the last three utterance outputs minimized in the display panel.

Schedule a Workflow to Replay Later

You can schedule a workflow to run on certain days and at certain times:

  1. Make sure you've saved your workflow.
  2. Enter Schedule the workflow replay for <your workflow> on <days> at <time> <time zone> where:
    • days is a comma-separated list of days on which the workflow should replay.
    • time is the time (in 24-hour format) at which the workflow should replay.
    • time zone is the time zone to use.

Reschedule a Workflow

To reschedule a scheduled workflow replay, enter Reschedule the workflow replay for <your workflkow> on <days> at <time> <time zone> to <new days> at <new time> <new time zone>.

Delete a Scheduled Replay

To delete a scheduled replay, enter Delete the scheduled workflow replay for <your workflow> on <days> at <time> <time zone>.

View All Scheduled Replays

To view all of the scheduled replays, enter either List all the scheduled workflow replays to see only the workflow replays, or List all the events to see both workflow replays and Insights Boards refresh schedules.

Edit a Workflow

Workflow Editor

note

Saved workflows can be edited either inside DataChat with the Workflow Editor, or outside of DataChat using your favorite text editor.

The Workflow Editor allows you to edit and test your workflows without leaving DataChat.

Open the Workflow Editor

To edit a saved workflow with the Workflow Editor, first find your saved workflow file and open it:

  1. From the homepage, click the Workflows tab.
  2. Select the workflow to edit.
  3. Click the Edit Workflow button.

Workflow Editor button

Edit Your Workflow

With the Workflow Editor open, you can use the textbox on the left side to make changes to your workflow. You can:

  • Change pieces of individual utterances, such as values or column names.
  • Add or remove utterances.
  • Manage workflow versions.
  • Save the workflow as a new workflow with a different name.
Update Utterances

To update an utterance, simply change the value of the parameter you want to update. For example, if your workflow contains the utterance Plot a bar chart with the x-axis PClass, the y-axis Fare and you want to instead use the Age column as the x-axis, simply replace PClass with Age.

You can add an utterance anywhere in the workflow by creating a new line and adding in the utterance. Conversely, you can remove an utterance from any part of the workflow by selecting it and deleting it. Be careful and make sure you test your edits before using this workflow.

When you're done making your changes, click Save.

Verify Edited Workflows

An unverified workflow is preceded by a red icon, while a verified workflow has a green icon. If you edit a verified workflow, it changes to unverified.

Workflow Editor - verify workflows

Verify a workflow to ensure it works as expected in a session:

  1. Click Save.

  2. Click Verify Workflow. This starts a test session in the Workflow Editor that replays your workflow.

  3. If no errors are encountered, the workflow is saved and marked as verified with a green icon.

    If errors are encountered, Ava prompts you to edit the workflow to fix the errors, and continues with a stepwise replay until the end of the workflow.

note

Workflows that haven't been verified in the Workflow Editor before (such as older workflows) need to be verified when they're next opened in the Workflow Editor.

Manage Workflow Versions

When you save a workflow with the same name as an existing workflow, or make a change and save it, a new version of that workflow is created. To review previous versions or revert back to a previous version in the Workflow Editor, you can:

  1. Click the Version Manager button to view each version of the workflow.

    Workflow version manager

  2. Click the row for the version you want to review or revert to. The contents of that version appear in the main pane of the Workflow Editor.

  3. Click the pencil icon to load that version of the workflow into the main pane of the Workflow Editor.

  4. Click Save to make this version the most recent version.

    working with workflow versions in the version manager

Save a New Workflow

To save the workflow as a new workflow, click Save As, give your new workflow a name, and click Submit.

Test Your Edits

To test that your changes work the way you intended:

  1. Click the area on the right to launch a testing session.

  2. Add your utterances to the session by:

    • Copying the entire workflow from the textbox into the chat box, where each utterance will run one-by-one.
    • Copying each utterance into the chat box one-by-one.
    • Typing the workflow into the chat box manually.
  3. Click the table and chart buttons in the chat history to review the tables and charts generated by the workflow.

  4. Click End Testing Session after you're satisfied with your changes.

    testing in the workflow editor

Use a Text Editor

You can use a text editor, such as Notepad, Notepad++, or TextEdit, to make changes directly to the workflow (.dcw) file on your computer.

To do so, you must first Export your workflow to your computer. Then, complete the sections below to make and test your edits

Edit Your Workflow

To edit your workflow file:

  1. Open the file with your preferred text editor. Note that you might need to right-click the file and click Open with to select your text editor.
  2. Make your edits to the file.
  3. Save your changes.

Test Your Edits

To test your edits:

  1. In DataChat, go to the menu > My Files.
  2. Drag and drop your edited workflow file into the File Manager.
  3. Click Yes to overwrite the old version of this workflow on the server.
  4. Open a new session.
  5. Enter Replay the workflow called <name> and check that the workflow runs correctly and produces the expected output.

Rename a Workflow

To rename a workflow:

  1. From the homescreen, click the Workflows page.
  2. Select the workflow to rename.
  3. Click the Rename Workflow button, and enter a new name.

rename a workflow

Export a Workflow

Use Export to export your current workflow or a saved workflow to your computer as a DataChat Workflow file:

  • To export your current workflow (without saving it on the sever), enter Export the current workflow to <name>.
  • To export a saved workflow, enter Export the saved workflow called <name>.

Share a Workflow

You can share a saved workflow with another user with the Share skill, or you can:

  1. From the homescreen, click the Workflows page.
  2. Select the workflow to share.
  3. Click the Share button.

share a workflow

  1. Select the users to share the workflow with.
  2. Select whether they are an editor or viewer of the workflow.
  3. Click Save.

share a workflow form

Folders

You can group saved objects together to better navigate and organize your work. Folders are available under the My Work page on the homescreen.

folders page

Create a Folder

To create a new folder:

  1. Click the + New button.
  2. Select Folder.

the new folder button

  1. Enter a name for the new folder.
  2. Click Submit.

name a folder

Move Objects into Folders

To move a saved object to another folder:

  1. Select the object to move.
  2. Click the Move button from the toolbar or from the right-click menu.
  3. Select the folder to move the object to.
  4. Click Move.

move button

Rename a Folder

To rename a folder:

  1. Select the folder to rename.
  2. Click the Rename Folder button from the toolbar or from the right-click menu.

rename button

  1. Enter a new name, and click Submit.

Delete a Folder

To delete a folder:

  1. Select the folder to delete.
  2. Click the Delete Folder button from the toolbar or from the right-click menu.

delete button

  1. Click Confirm.