Manage your agentic workflows

The Manage Workflowsuser page is where you can manage and view information about the active and inactive conversational analytics agentic workflows that you have created or for which you were added as a recipient.

To navigate to the Manage Workflowsuser page, select the Profilemenu and then select Workflows. This page appears in your profile menu only if a Looker admin has granted you the create_alerts and see_alerts permissions.

Workflow information

The Manage Workflowsuser page provides information about workflows that you own or for which you are listed as a recipient:

Column	Definition
Workflow Name	The title of the workflow, which is set by the agent when the workflow is initiated. The agent generates a default workflow title that's based on the content of the conversation. Click the workflow name to open the Details page for that workflow.
Owner	The name of the user who created the workflow.
Avg Run Time	The duration of the workflow query in seconds.
Condition Met	A Yesor Nothat indicates whether the workflow conditions were met when the workflow query was last run. A --symbol is displayed if the workflow query has not yet run or if the workflow query ran but it couldn't be determined whether the workflow conditions were met. This column displays warning icons or error icons related to any warnings or errors that surface when the workflow query is run or the workflow notification is delivered. Hold your pointer over the warning or error icon to see the associated error message, if applicable.A warning icon with a stale workflow warning indicates that the data on the dashboard tile did not change between the two most recent workflow queries. Read more about this message in the Alert error and warning messages section on this page.
Frequency	The frequency at which the workflow is run to check whether conditions have been met or exceeded.
Status	This column indicates whether the workflow is active or disabled.A workflow is marked as Disabledwhen a user disables their own workflow from their user page or when a Looker admin disables the workflow. Disabling the workflow will pause notifications for any workflow recipients.
Activity	A link that directs you to the workflow's Activitypage.
Options menu	A menu from which you can take additional actions on the workflow. See more in the Workflow management options section on this page.

Manage workflows for the Looker instance

Workflow management may involve the following tasks:

• Managing its status
• Viewing its metadata on the Detailspage
• Monitoring its activity on the Activitypage
• Modifying its conditions and thresholds

Inline with each workflow is an Optionsmenu with these selections:

• View Workflow
• Edit Workflow
• Disable Workflow(if the workflow is active)
• Enable Workflow(if the workflow is disabled)

Click View Workflowto open the Details page.

Click Edit Workflowto open and modify the workflow's settings. Click Save Workflowto save your changes or Cancelto close the editing window without saving.

Manage the status of a workflow

Although you cannot permanently delete a workflow, you can control whether the workflow is active. When a workflow's Statusis Active, the workflow query continues to run according to the frequency that's specified in the workflow in order to check whether its conditions have been met. If conditions have been met, workflow recipients are notified with the notification method that's specified in the workflow. When a workflow's Statusis Disabled, no workflow query will run and no notifications will be sent. A disabled workflow's Detailspage shows no results in the workflow visualization.

A workflow owner or Looker admin may need to disable a workflow manually under some circumstances, which may include the following:

• Temporarily pausing workflow notifications in order to re-configure workflow conditions
• Troubleshooting error messages or warnings
• Resolving notification delivery failures

To disable a workflow, follow these steps:

1. On the Manage Workflowsuser page, find the workflow that needs to be disabled.
2. Select the workflow's Optionsmenu.
3. Select Disable Workflow.

You can re-enable the workflow at any time by following these steps and selecting Enable Workflow.

View workflow details

The Detailspage is a dialog that shows a summary of workflow information that you can view to see the following information:

• Context about what conditions trigger the workflow or what it means for the workflow to be triggered.
• A visualization of the workflow query results.
• The Moremenu on the workflow visualization, which has an option to Explore from here. Select this option to open an Explore that is pre-set with the workflow query.
• The Test Nowbutton, which runs an instant workflow query.

From the Manage Workflowsuser page, you can view the Detailspage for the workflows that you own or are a recipient for in one of these ways:

1. Select the workflow's Optionsmenu, and then select View Workflow.
2. Click the workflow name.

On the Detailspage, you can perform the following tasks:

1. Select the text field to add context about the workflow.
2. Select the Moremenu, and then select the Explore from hereoption to open an Explore that is pre-set with the workflow query.
3. Select Test Nowto run a workflow query instantly, without having to wait for the workflow's specified frequency. If the workflow's conditions are met, a notification will be sent to its owner and any additional recipients.

Click Doneto close the Detailspage.

Monitor workflow activity

Looker runs a workflow query at its specified frequency to check whether its conditions have been met. The results of these checks become the workflow's history, which is viewable on the Activitypage.

The table on the Activitypage includes the following information about each workflow query job:

On the Activitypage, you can perform the following tasks:

1. View the frequency with which the workflow query checks its conditions.
2. View the workflow history.
3. Use the Test Nowbutton to run an instant workflow query — if the workflow is triggered, a notification will be sent to its owner and any additional recipients.

Click Doneto close the Activitypage.

Modify workflow conditions

A workflow owner or Looker admin may need to modify the workflow configuration manually under some circumstances, which may include the following:

• Enabling or disabling Gemini powered key driver analysis, which appears in the notification
• Adjusting the metric thresholds and conditions that trigger the workflow as organization needs evolve
• Updating notification destinations
• Updating the workflow frequency to align better with caching policies

To modify the settings of a workflow, following these steps:

1. From the Manage Workflowspage, select the Optionsmenu for the workflow that you want to modify.
2. Select Edit Workflow, which opens the workflow editing dialog.
3. Make your changes to the workflow's settings.
4. Select Save Alertto save your changes.

Effect of deleting agents, conversations, Explores, or dashboards on workflows

Deleting a data agent or a conversation affects the associated workflow in the following ways:

• If a user deletes the conversation with the agent that generates the workflow, that workflow remains active. Any workflow notification recipients will continue to receive notifications when the workflow conditions are met.
• If a user deletes the agent that generates the workflow, that workflow remains active. Any workflow notification recipients will continue to receive notifications when the workflow conditions are met.
• If a user deletes the Explore or dashboard that contains the data that the workflow is monitoring, that workflow remains active. Any workflow notification recipients will continue to receive notifications when the workflow conditions are met.

Workflow error and warning messages

The Manage Workflowsuser page displays any errors or warnings that are surfaced when the workflow is run or the workflow notification is delivered. Error messages, if applicable, appear when you hold your pointer over the warning icon or error icon in the Condition Metcolumn.

Notification delivery failed with existing configuration

For workflows that are set up to deliver notifications to Slack or the Looker mobile app, the error message Notification delivery failed with existing configuration appears when the workflow determines that the workflow conditions have been met but the notification couldn't be delivered. This failure may occur if something about the Slack configuration has changed since the workflow was created — for example, if the Slack workspace that the workflow was delivering to was disconnected from the Looker instance, if the Slack channel that the workflow was delivering to was deleted, or if Looker cannot connect to the integrations.

Warning: Querying fresh data

A warning icon in the Condition Metcolumn indicates that the data upon which the workflow is based did not change between the two most recent workflow queries. Holding your pointer over this icon displays the message Stale Alert Warning.

There are a few possible explanations for why the data did not change between queries. If this warning persists, talk to your Looker developer to verify that the caching policies that are defined for the agent's Explores are aligned with the workflow frequency setting .

Related resources

• Conversational analytics overview
• Admin settings - Workflows
• Use agentic workflows to monitor changes in your data