Managing Workflows in DEX
The Workflows feature in DEX lets IT administrators automate routine endpoint management tasks using a visual, logic-based canvas. A workflow checks real-time device conditions and runs actions based on rules you define, and it can run automatically the moment a DEX alert is triggered on an endpoint.
Use workflows to restart endpoints based on uptime or update status, prompt users before cleaning up unused files, notify IT teams of threshold violations, or automatically remediate an issue as soon as an alert condition is detected on a device.
Working with workflows happens in two stages: build the automation logic in Workflows, then run it on your devices by creating a deployment in the Deployments module. This page covers building the workflow.
- Devices must meet the DEX system requirements. See System Requirements.
- You must have the Workflows role to create, edit, and deploy workflows.
- To run a workflow from an alert, the DEX alert must already be configured. See Configuring DEX Alerts.
- Alert-triggered workflows (deployed in Trigger mode) are supported on Windows endpoints only.
- To generate workflows using Ask Zia, Zia must be enabled under Admin > Zia Configuration.
What Is a Workflow?
A workflow is a logic-driven automation that responds to device conditions with predefined actions. It works as a decision tree — every step is a stage shown visually on the canvas. A workflow starts at a Start stage, flows through connected stages, and every path ends at an End stage so the logic terminates cleanly.
Workflows are non-linear: each stage runs only if its conditions are met, and branching lets you define different outcomes within the same workflow. You design a workflow around a goal — such as remediating a specific issue or preparing systems for an upgrade — so the structure follows whatever outcome you need.
A workflow can exist in one of the following states:
- Draft: The workflow is being built and is not yet available for deployment
- Active: The workflow is complete and ready for deployment
- Inactive: The workflow exists but is not available for deployment
- Trashed: The workflow has been moved to the trash and can be restored
- Deleted: The workflow has been permanently removed and cannot be recovered
Open the Workflows Page
To open Workflows, go to DEX in the top navigation bar and click Workflows Tab.
The Workflows page lists all existing workflows along with their name and description, status (Active/Inactive), last modified by, creation method (Manual/Extension), and Platform and creation details.
Workflow Stages
A workflow is assembled from the following stages. Each Stage is configured in the right-hand pane. Every workflow must have a Start stage and an End stage. The Start stage is the default entry point of the workflow, and every final child stage must lead to an End stage to ensure the workflow terminates properly.
| Stage | Description | When to Use |
|---|---|---|
| Sensor | Retrieves real-time data from managed devices to assess their current state. | To collect device information required for workflow evaluation. |
| Switch | Evaluates data against defined conditions and directs the workflow to the appropriate path. | To branch the workflow based on a condition or response. |
| Script | Executes a predefined script on the device to perform an automated action. | To apply changes or remediate issues on the device. |
| Function | Runs a custom function to perform actions and automate processes within the workflow. | To execute custom logic that extends the workflow's capabilities. |
| Engage | Delivers a message or question to the end user on their device and records their response. | When user input or acknowledgment is required before the workflow proceeds. |
| Send Mail | Sends an email notification to one or more specified recipients. | To notify administrators or teams about workflow activity or outcomes. |
| Delay | Pauses workflow execution for a specified duration before proceeding to the next stage. | When an interval is needed between two stages. |
| Restart | Restarts the target device. | When a system restart is required as part of the workflow. |
| End | Marks the conclusion of a workflow path. | Required to close every path in the workflow. |
How to Create a Workflow
Click + Create Workflow and select the target platform — All Platforms, Windows, or Mac — then choose a creation method.
Workflows can be created in three ways:
| Method | How |
|---|---|
| Create New | Build the workflow manually from scratch on the canvas |
| Choose from Extension | Pick a pre-built workflow from the Extensions library |
| Zia | Describe what you need — Zia generates the workflow automatically |
Drag the required stages onto the canvas, connect them, and configure each stage in the right-hand pane. Begin by defining the objective of the workflow, then select the required stages to build the workflow logic. Stages such as Sensor, Switch, Script, Engage, Delay, Send Mail, Restart, and Function can be used based on the required outcome. There is no mandatory sequence — connect the stages in any order based on the logic you want to implement.
Note: Every path must start from the Start stage and end at an End stage.
Variables in Workflow
Variables allow you to pass values between stages and define conditions within the workflow. While building a workflow, you can use three types of variables to drive your logic:
- Device Properties: Built-in device details—such as network, disk, and battery readings—that DEX can collect from a managed endpoint.
- Previous stage outputs: Values generated by earlier stages in the same workflow, such as Sensor/Engage stage.
- Sensor fields: Device data collected through a Sensor stage. These values are also available when the workflow has no Sensor stage of its own — the sensor is called during execution to fetch them.
All three variable types can be referenced across the following stages:
| Stage | How variables are used | How to insert |
|---|---|---|
| Switch | Evaluate values as conditions to route the workflow | Pick from the field dropdown |
| Engage | Embed values in the question text or the message after submission | Type $ |
| Send Mail | Include values in the subject or message body | Type $ |
| Function | Pass values as parameters, for Zoho Deluge functions | Pick from the parameter dropdown |
For details on each variable type, how to use them across workflow stages, and the full list of available device properties, see Device Properties in DEX Workflows.
Example: Inactive Local Users Management
Inactive local user accounts across managed endpoints create security and compliance risks. This workflow automatically detects and disables local user accounts that have been inactive for more than 90 days.
- Sensor: Retrieve local user account details and last logon activity from the device.
- Switch: Evaluate user inactivity based on last logon data.
- Case — User inactive more than 90 days: Script runs to deactivate the local user account > End.
- Default (inactive less than 90 days):End (no action needed).
Each branch evaluates last logon data so that deactivation runs only on accounts inactive for more than 90 days. Specific accounts such as Administrator and Sysadmin can be excluded from deactivation by updating the sensor script arguments.
Once built, save the workflow. To run it on your devices, create a deployment from the Deployments module, a separate area of the product where you control execution across device groups. To run it automatically on an alert, see Run a Workflow Automatically on an Alert.
Run a Workflow Automatically on an Alert (Enable Deployment Trigger)
To run a workflow automatically when an alert fires, turn on Enable Deployment Trigger and map an Alert Profile while building the workflow. This marks the workflow as alert-aware. The workflow runs only after you deploy it in Trigger mode from the Deployments module.
Enable the trigger while building the workflow
- While creating or editing the workflow, find the Event Based Deployment section in the workflow panel.
- Turn on Enable Deployment Trigger. This option marks the workflow as alert-aware so it can later be deployed in Trigger mode.
- Under Available Alert Profiles, select the alert profile that should start the workflow (for example, Wi-Fi signal strength is less than 95%).
- If you need a new profile, click Create Alert Profiles.
- Build the workflow stages on the canvas, then click Save.
The workflow header now shows the mapped profile as Event Trigger: [profile name].
Deploy in Trigger mode
Enabling the trigger here does not run the workflow. To make it run automatically: Go to the Deployments module and deploy the workflow in Trigger mode. For the full procedure, see Deploying in Trigger Mode.
Only workflows with Enable Deployment Trigger turned on can be deployed in Trigger mode. If you deploy such a workflow in Immediate or Scheduled mode instead, the trigger settings are bypassed and the workflow runs without waiting for the alert condition.
Example: Auto-Remediate Low Disk Space on Alert
- Alert Profile: Free disk space drops below 20% on a managed device.
- Workflow Stages: Sensor (checks disk space) → Switch (evaluates threshold) → Engage (informs the user) → Switch (branches on user response) → Script (performs disk clean-up) → Send Mail (notifies the IT team) → End, with Enable Deployment Trigger turned on and the low disk space alert profile mapped.
- Trigger Setting: Enable Deployment Trigger turned on and low disk space alert profile mapped
- Deployment: The workflow is deployed in Trigger mode to the target Custom Group from the Deployments module.
- Result: Whenever any targeted device drops below the threshold, clean-up runs immediately on that device, without an administrator needing to monitor alerts manually.
Note: A user's Engage response can only be read by a Switch stage. Place a Switch anywhere after the Engage to branch on their answer.
Generating Workflows Using Ask Zia
DEX includes Ask Zia — an AI-powered virtual assistant built into the Workflows module. Instead of manually configuring a workflow from scratch, you can describe your automation requirement in plain language and Zia generates a ready-to-use workflow instantly.
Before you begin: Zia must be enabled before use. Go to Admin > Zia Configuration to enable it. For details, see the Zia Configuration Guide.
Steps to Generate a Workflow Using Ask Zia
- Go to DEX > Workflows.
- Click Zia — available next to the Add Workflow button or within the Add Workflow view.
- A chat panel opens on the right side of the screen.
- Select a suggested prompt or type your own requirement. For example:
- "Create a workflow to restart devices that have not been rebooted in the last seven days"
- "Generate a workflow to clear temporary files when disk usage exceeds 90%"
- Based on your requirement, Zia generates a workflow with the appropriate triggers, conditions, and actions.
- Review the generated workflow on the canvas, make any necessary modifications and click Save.
Common Workflow Patterns
Most workflows follow one of a few shapes. These are the ones you'll build most often — use them as a starting point.
| Pattern | Description |
|---|---|
| Evaluate and act | Check a condition, then apply an action if it matches — for example, "If CPU is over 80%, stop the process." |
| Prompt the user first | Ask the end user before making a change — for example, "Ask before clearing files." |
| Branch several ways | Check several conditions and respond differently to each — for example, "If X, do A; if Y, do B." |
| Notify and conclude | Send a status update to admins, then end the workflow — for example, "Send Mail > End." |
| Fix on alert | Start the workflow automatically the moment an alert condition is met — for example, "On low disk space, clean up the disk and notify IT." |
Best Practices
- Use descriptive labels for each stage to keep workflows readable and easy to collaborate on.
- Make sure every case — including the automatic Default — leads to an End stage.
- Use Engage stages sparingly to avoid excessive prompts to end users.
- Add a Delay only when needed, for example before a restart, after informing the user.
- Test workflows on a pilot group before deploying organization-wide. Pilot deployments are created and managed from the Deployments module.
- For time-sensitive, unpredictable issues, use Trigger mode in the Deployments module; reserve Immediate and Scheduled modes for one-time fixes and routine maintenance.
- Before going to the Deployments module to deploy in Trigger mode, confirm Enable Deployment Trigger is turned on and an alert profile is mapped for the workflow.
- Review device-level execution summaries in the Deployments module periodically. A device where the same alert is repeatedly triggered may need deeper investigation rather than repeated remediation.
Troubleshooting
Frequently Asked Questions
- Immediate — runs once as soon as it is deployed.
- Scheduled — runs once at the defined date and time.
- Trigger — runs automatically each time the mapped alert condition is met on the device.