Workflows

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Overview

The Workflow Settings section allows you to create automated workflows that execute actions based on specific triggers in your CaseBender instance. This guide will walk you through the process of setting up and configuring workflows.

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Creating a New Workflow

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Step 1: Basic Configuration

Start by clicking the “Create” button and filling out the basic workflow information:

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Step 2: Workflow Details

Configure the detailed settings for your workflow: Fill out the required information such as:

• Workflow name
• Description
• Priority level
• Execution settings

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Step 3: Organization Settings

Specify which organizations can access and use this workflow:

• Select applicable organizations
• Configure organization-specific settings
• Set access permissions

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Configuring Workflow Logic

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Step 1: Select Trigger

Choose the event that will initiate your workflow: Available triggers may include:

• Case creation or updates
• Task assignments
• Status changes
• Custom events

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Step 2: Add Actions

Click the plus button on flow edges to add actions to your workflow:

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Step 3: Configure Action

Select and configure each action in your workflow:

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Step 4: Action Details

Provide detailed configuration for each action: Configure settings such as:

• Action type specific parameters
• Conditional logic
• Input/output mapping
• Error handling

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Update Trigger Safety

Workflows triggered by case or alert updates include safeguards that prevent an action from repeatedly triggering the same workflow:

• Updates that only change the internal updatedAt timestamp do not emit a new workflow event.
• Assignment, status, severity, title, description, PAP, and case type actions skip writes when the requested value is already present.
• A duplicate source event is processed only once.
• An update event is suppressed while the same workflow is already executing for that case or alert.
• A per-entity circuit breaker suppresses excessive repeated executions.

Suppressed runs are retained in workflow execution history with a suppressed status and loop-guard details. This provides an audit trail without executing the workflow actions again.

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Circuit Breaker Configuration

The workflow processor uses safe defaults that can be adjusted with environment variables:

• WORKFLOW_LOOP_MAX_EXECUTIONS — maximum executions for one workflow and entity within the configured window. Default: 10.
• WORKFLOW_LOOP_WINDOW_MS — circuit-breaker window in milliseconds. Default: 60000.
• WORKFLOW_LOOP_ACTIVE_WINDOW_MS — how long an unfinished execution is considered active for recursive-event suppression. Default: 900000.

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Step 5: Review Workflow

Review your complete workflow with all configured actions:

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Best Practices

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Workflow Design

• Keep workflows focused and specific
• Use clear, descriptive names
• Document the purpose and expected outcomes
• Test workflows thoroughly before activation
• Avoid pairs of workflows that repeatedly reverse each other’s changes
• Use conditions that describe the intended transition, not only the current state

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Performance Considerations

• Optimize action sequences
• Consider execution time and resources
• Monitor workflow performance
• Handle errors appropriately
• Investigate repeated suppressed executions before increasing safety limits

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Maintenance

• Regularly review and update workflows
• Monitor execution logs
• Keep documentation current
• Validate triggers and actions periodically