Managing Workflows
The Workflows feature in DEX Manager Plus enables IT administrators to automate routine endpoint management tasks through a visual, logic-based canvas. These workflows respond to real-time device conditions and execute actions based on defined rules.
Workflows are highly customizable and are designed to improve consistency, reduce manual effort, and enhance endpoint experience by applying intelligent automation at scale.
Common use cases include:
- Restarting endpoints based on uptime or update status
- Prompting users before cleaning up unused files
- Notifying IT teams of threshold violations
- Automating actions based on device health or usage data
- Users must have the appropriate permissions to create, edit, and deploy workflows. Required role name - Workflows
Accessing the Workflows Page
To access workflows:
- Navigate to the DEX in the top navigation bar.
- Click Workflows.
The Workflows page displays a list of all existing workflows along with their:
- Name and description
- Status (Active/Inactive)
- Last modified time
- Creation method (Manual/Extension)
- Author and creation details
Use the Create Workflow button to build a new workflow using the visual editor.
Understanding Workflows
Workflows in DEX Manager Plus are logic-driven automations that respond to device conditions with pre-defined actions. Each workflow operates as a decision tree, where every step in the process is visually represented as a stage—such as a condition, action, delay, or message.
A workflow begins with a Start node and flows through a series of connected stages. These stages may evaluate sensor data, branch into multiple outcomes, interact with the end user, perform remote tasks, or notify administrators. All paths end with an End node to ensure clean termination of the logic.
How Workflows Function
- Workflows are non-linear and adapt based on system state or responses.
- Each stage is executed only if its conditions are met.
- Branching enables administrators to define separate outcomes and actions within the same workflow.
- Some stages (Engage) are interaction-based or time-based, while others (like Remote Action or Restart) perform system-level operations.
Workflows can be designed around goals—remediating a specific issue, preparing systems for an upgrade and are highly customizable.
Common Workflow Patterns
| Pattern | Description |
|---|---|
| Evaluate and act | Check a condition, then apply an action if matched (e.g., “If CPU > 80%, then kill process”). |
| User-in-the-loop | Inform or prompt the end user before proceeding with changes (e.g., “Ask user before clearing files”). |
| Multi-branch logic | Evaluate multiple conditions and execute different responses based on the outcome (e.g., “If X, do A; if Y, do B”). |
| Notify and conclude | Send status updates to admins and terminate the flow (e.g., “Send Mail > End”). |
Workflows can be simple or complex, depending on the task at hand. The design approach should reflect the goal, available device data, and user experience expectations.
Managing Workflows
Navigate to Workflows in the DEX Manager Plus module. The main panel displays all saved workflows.
Creating a Workflow
Click + Create Workflow to launch the workflow canvas.
Workflow Components
| Component | Description | When to Use |
|---|---|---|
| Sensor | Retrieves real-time data from managed devices (e.g., uptime, disk space, app activity). | To collect input required for evaluation. |
| Switch | Evaluates sensor data using logical conditions. | To branch workflow execution based on the input. |
| Case | Defines a condition within a switch (e.g., “> 5 GB”). | To create multiple paths for different outcomes. |
| Remote Action | Executes a system-level task via predefined script. | To remediate issues or enforce actions on the device. |
| Engage | Displays a prompt or message to the end user. | When user confirmation or visibility is required before continuing. |
| Send Mail | Sends an email notification to selected recipients. | To alert administrators or teams about execution status. |
| Delay | Pauses the workflow for a defined duration. | When waiting is necessary between actions. |
| Restart | Restarts the target device. No configuration required. | When rebooting the system is part of the response. |
| End | Terminates a branch of the workflow. | Required to complete all paths. |
Each component is configured via the right-hand pane with properties such as variable names, thresholds, recipients, time durations, or scripts.
Designing a Workflow
Workflow design begins by defining the objective. Based on this, administrators determine:
- What condition should be monitored (Sensor)
- How that condition should be evaluated (Switch and Case)
- What response is appropriate (Remote Action, Engage, Restart, etc.)
There is no mandatory sequence. Instead, workflows are constructed by logically connecting stages based on the outcome desired.
Sample Flow Logic
- Sensor: Get disk space usage from the device.
- Switch: Apply condition to evaluate available disk space.
- Case 1: Less than 20%
- Remote Action: Perform disk clean-up to free space.
- End: Workflow terminates after cleanup action.
- Case 2: Greater than 20%
- End: No action needed.
- Case 3: Default
- End: Ends the workflow without additional actions.
Each branch defines a disk space evaluation branch, ensuring cleanup actions are triggered only when storage is critically low.
Best Practices
- Use descriptive labels for each stage to improve readability and collaboration.
- Always define a default case in switches to handle unexpected input.
- Use Engage stages sparingly to avoid excessive prompts to end users.
- Include Delay only when necessary, such as before triggering a restart once user is informed on restart
- Test workflows on pilot groups before organization-wide deployment.
Benefits of Workflows
- Modular design supports both simple and complex logic.
- Real-time data evaluation allows dynamic decision-making.
- End-user interaction enhances transparency and compliance.
- Integrated communication ensures visibility for IT operations.
- Scalable across thousands of endpoints.
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