Is it possible for a WorkFlow to update a column during Various Users Tasks?

bdetcher · 2024-10-11T12:53:30+00:00

There was an error rendering this rich post.

I'm developing a WorkFlow Process that has a few user-based tasks. The workflow is triggered by the addition of a Form Submission that will update a Dataset. As the Workflow progresses (users approve tasks), I would like to have a service automatically update the status in the original Form Dataset that will be used for Reporting purposes. I see there is an AppendtoDataSet function but I do not see a function to update a record already existing on the dataset.

Quick Links

Accepted answers

DanHendriksen

@bdetcher - totally get it. I build stuff like that all the time. The good news is it can be done without any writing any code at all, and without using any bricks.

If you want to do what you originally outlined, then you'll want to:

Enable upsert on the form dataset/define upsert keys (I haven't tried to do this on a form based dataset but I'd imagine it's possible)
Use the "append row" function in the Domo Datasets Package, and it will update existing rows

As a warning - I suspect you'll see your dataset alerts that trigger based on a row updating fail once the row count gets very high. I don't know where they were at on that, but somewhere around 300 or 500 rows, the dataset alert for API driven datasets will lose the option to be triggered upon a row being added.

I'm happy to help you however you'd like - I was just sharing the approach that I thought would be the simplest, most robust and most efficient. Certainly lots of ways to achieve it though.

All comments

DanHendriksen

I would not have the form write to a dataset.

I would use a customized workflow start form to have the user fill that out, and then use AppDB for the logging and updating.

DanHendriksen

If you DO want to update a record in a dataset you can, but you need to enable upsert and upsert on that dataset. It's much more nuanced though.

Leveraging an AppDB collection will be more efficient, and give you a lot more control. Saving the responses being written to the dataset and having an alert trigger the workflow by just using the customized start form will be big efficiency gains too.

I will be doing a webinar for the community in a couple of weeks where we go through and build out some of the concepts.

bdetcher

@DanHendriksen Thank you for the input. I am not too familiar with AppDB, so I am trying to develop a process that requires minimal coding and doesn't require the use of a Brick.

The goal of the process is to be able to have a reporting dataset that users can see the individual status of their requests as it moves through various manual user tasks within the process. I was hoping the "Status" field from the Form input (generated either as a Form or at the start of the Workflow) could automatically be updated within the dataset as it moves through the process. I know the Queues option could work, but if there are multiple requests, it will be confusing for the user to know which request is which. Also, the department needs to be able to use some of the captured information to determine some basic reporting information.

My original thought is that Inline Editor in combination with Workflows will work but I was hoping to automate the update part of the Workflow.

DanHendriksen

Enable upsert on the form dataset/define upsert keys (I haven't tried to do this on a form based dataset but I'd imagine it's possible)
Use the "append row" function in the Domo Datasets Package, and it will update existing rows

bdetcher

Thanks @DanHendriksen

DanHendriksen

I should clarify the solution I proposed (moving to a workflow start form as opposed to a dataset based form and using AppDB to status updates, reporting, etc…) is the that one requires no code, no bricks, etc…

Of course your solution doesn't require those things either, but the upsert part will bring a high level of nuance. You'll want to make sure in your alert you pass EVERY SINGLE VALUE on the row to the workflow, because it will need all of them to perform the upsert function.

JohnXClifton

Similarly to the original poster I'm building a workflow to process a credit application so as it goes through an approval I can keep track of the status of the application.
I'm trying to understand how this "Use the "append row" function in the Domo Datasets Package, and it will update existing rows" can be used to update an existing row.
How do you pass the identifying values of the row you are trying to update in this function?

An update sql command will update all the table entries of any row that matches the 'where' condition, but the Query SQL function in workflow doesn't seem to allow anything other than a select statement from working. I tried using as an example UPDATE TABLE SET Status = 'Received', Outcome = 'undergoing Assessment' WHERE Application ID = '1D' but got an error message with no details on what the error is.

bdetcher

@JohnXClifton - I was able to get a working solution running utilizing a Webform and then a Dataflow that output an Upsert dataset.

I setup a Domo Webform with all of the fields that I wanted within the dataset making sure each field had the proper schema and the exact name as the variable in the Workflow. From there I ran a DataFlow to create an "Upsert" datastet. The key is to make sure that each row (workflow process) has a unique identifier.

Then when I use the "Append to Dataset" function in a Workflow, I point the service at this Upsert dataset. The Upsert Dataset then updates the specific row. I was also able to use "Text Substitution" service to automatically update my status fields as the users proceed through the Workflow.

I believe Dan demonstrated an alternative solution recently on an ACE webinar where he utilized an AppDb collection to do this type of data capture and update. That might be worth checking out.

JohnXClifton

Thanks for this and I've tested doing what you've suggested but it's all overly complex for what should be a straight forward process.
When I append the original entry into my Credit Application dataset I create a unique identifier as part of that process, then I just want to update that row with the outcome of the approval step.
I've got about 50 business processes to create as workflows with approval functions so I can't be creating a complementary dataflow to go with each new workflow, when a simple update row function in the workflow should be available to do this.

DanHendriksen

https://community-forums.domo.com/main/discussion/comment/100582#Comment_100582

I know the product team is working hard on some of these data update features…maybe we will see something at Domopalooza?

I do lots of these things with AppDB. The way that update a row works, is by defining an UPSERT key (which is a unique identifier for each row, and typically a combination of columns) and then sending a "new row" to the dataset. If that UPSERT key exists, then it replaces that row. If it doesn't, it adds it.

Hopefully that makes sense…happy to go in to more detail. If you want to shoot me a PM, I'd be happy to schedule some time with you to go over the options in more detail and help get you over the hurdle you're facing.

DanHendriksen

https://community-forums.domo.com/main/discussion/comment/100582#Comment_100582

The approach that I personally would likely take, is writing this new data (application decision) to AppDB and joining it back to your source data in a VIEW (no processing time and no credits used in the join), and then materialize it back to the source data on infrequent schedule.

JohnXClifton

With help of our Domo Solution Consultant this issue has been resolved.
The dataset needs to updated for upsert via a CLI script:

connect -s <domain> -t <access_token>
define-upsert -i <dataset_id> -c <field_name>

In this case the field "Application ID" which I generate as unique ID in the workflow is the key field.
When the workflow runs now the latest record appended will update an existing row with the matching Application ID, otherwise it will append the record as a new row.

Be warned that if you then go into the dataset and use the edit webform say to remove redundant rows from your testing then the upsert will be cancelled and you will need to run the script again, ask me how I found that out…

DanHendriksen

https://community-forums.domo.com/main/discussion/comment/100720#Comment_100720

Yeah - upsert is awesome, but comes with it's own set of challenges/caveats. AppDB provides more flexibility for edits, but if you haven't used it before can be daunting/intimidating.

I'm glad you got it up and running the way you want.

other categories

Product Ideas
Have a Domo product enhancement idea? Submit or upvote on ideas in the Ideas Exchange.
Ideas Exchange
Suggest & vote on new features you would like to see implemented in the Domo Product.
Data Connections
Ask questions about Connectors, Workbench, Cloud Amplifier and get best practices from Domo peers
Connectors
Connectors, Custom Connectors, Writeback
Workbench
Ask questions about Workbench, a secure, client-side solution for uploading your on-premise data to Domo.
Cloud Integrations
Ask questions about Cloud Integrations and Federated Data connection to your data warehouse or lake.
Data & ETL
Ask questions about Magic ETL, SQL DataFlows, DataFusion, Dataset Views and get best practices from Domo peers
Magic ETL
Ask Magic ETL questions and get answers from Domo peers
SQL DataFlows
Ask SQL DataFlow questions and get answers from Domo peers
Datasets
Ask DataFusion and Dataset Views questions and get answers from Domo peers
Visualize & Apps
Ask questions about Beast Mode, Cards, Charting, Dashboards, Stories, Variables and get best practices from Domo peers
Dashboards
Ask Cards, Dashboards, and Stories questions and get answers from Domo peers
App Studio
Ask questions about building apps in App Studio.
Pro-code Components
Ask questions about pro-code components and Domo Bricks and get answers from Domo peers.
Charting & Analyzer
Ask questions about charting and Analyzer and get answers from Domo peers.
Calculations & Variables (Beast Mode)
Ask questions about using calculated fields and Variables (Beast Modes) in Analyzer.
AI & Data science
Ask questions about DomoAI and get answers from Domo peers.
Domo AI & AI Chat
Ask questions about AI Chat and AI assistants.
Managing AI
Ask questions about managing AI with AI Playground, AI projects, AI models, and more.
Jupyter Workspaces
Ask questions about Jupyter Workspaces, Notebooks, and file share.
Automate
Ask questions about App Framework, Workflows, Domo Bricks, Domo Developer, API and get best practices from Domo peers
Workflows
Ask questions about Task Center, building automations with Domo Workflows, and executing JavaScript or Python code with Code Engine.
Alerts
Ask questions about managing alerts in Domo and get answers from Domo peers.
Distribute
Ask questions about Domo Everywhere, Scheduled Reports, Mobile and get best practices from Domo peers
Domo Everywhere
Ask questions about embedded analytics with Domo Everywhere.
Reporting
Ask questions about Scheduled Reports, Report Builder, and Slideshow Publications.
Manage
Ask questions about Governance Administration, Approvals, Teams, Alerts, and Buzz and get best practices from Domo peers
Governance & Security
Ask questions about People, Groups, Roles, Sandbox, Activity log, Buzz, Teams, Approvals and PDP and get best practices from Domo peers
Navigation & Productivity
Ask questions about navigation, Projects & Tasks, Goals, and Buzz chat.
APIs
Ask APIs and Developer.domo.com questions and get answers from Domo peers
Add-ins & Plugins
Ask questions about plugins, Microsoft add-ins, and other third-party software integrations.
Domo Community Gallery
Watch how our Customers are using Domo to solve their complex problems.
Product Releases
Domo support and product teams are here to live-answer questions about the most recent product releases. Please post questions in this Forum board for all users to benefit (rather than submitting a support ticket).
Domo University
Questions or discussions related to Domo University, trainings and certifications
Community Forums
Getting Started
Welcome to Domo's Community Forums! You'll find everything you need to get started in this category.
Community Announcements
Get the latest from Domo's Community Team.
Social Groups
Archive
Old or outdated content that could still be found helpful.

Find more posts tagged with

Workflows