Alerts System

The Alerts system enables proactive monitoring of your workflows by notifying you when specific conditions occur. Built on top of saved views, alerts help you stay informed about critical events, performance issues, or unusual activity patterns without constant manual monitoring.

Key Features

• Automated notifications based on saved view criteria

• Email alerts for workflow events

• Customisable alert conditions

• Integration with Activity saved views

• Team-wide alert management

• Real-time monitoring capabilities

Understanding Alert Prerequisites

Saved Views Requirement

Alerts are created from saved views in the Activity tab:

1. You must first create a saved view with specific filters

2. The saved view defines what conditions trigger the alert

3. Alerts monitor for any activity matching the saved view criteria

⚠️ You cannot create alerts without first setting up a saved view in the Activity tab.

How to Create Alerts

Step 1: Prepare Your Saved View

1. Go to the Activity tab

2. Apply filters for the conditions you want to monitor

3. Save the view with a descriptive name

4. Ensure the view captures the exact criteria for your alert

Step 2: Navigate to Saved Views

1. Click on the "Saved Views" tab in the navigation

2. You'll see a list of all your saved views

3. Each saved view displays its filters and creation details

Step 3: Create an Alert

1. Find the saved view you want to create an alert for

2. Look for the bell icon next to the saved view

3. Click the bell icon to open alert configuration

4. Configure your alert settings:

   • Alert name

   • Notification recipients

   • Frequency settings

5. Save the alert configuration

💡 Name your alerts clearly to indicate what they monitor, such as "Failed Production Workflows" or "Long-Running API Calls".

How to Manage Existing Alerts

Viewing Active Alerts

1. In the Saved Views tab, alerts are indicated by active bell icons

2. Click on an alert to view its configuration

3. See when the alert was last triggered

4. Review the underlying saved view criteria

Modifying Alerts

1. Click on the bell icon of an existing alert

2. Update the alert configuration:

   • Change recipients

   • Modify notification settings

   • Update the alert name

3. Save changes to update the alert

Disabling or Deleting Alerts

1. Click on the active bell icon

2. Choose to either:

   • Disable temporarily (alert can be re-enabled)

   • Delete permanently

3. Confirm your action

⚠️ Deleting an alert is permanent, but the underlying saved view remains intact.

Understanding Alert Notifications

What Triggers Notifications

Alerts send notifications when:

• New activity matches your saved view criteria

• The specified conditions are met

• Based on your configured frequency settings

Notification Contents

Alert emails include:

• Alert name and description

• Number of matching activities

• Direct link to view the activities

• Summary of the filter criteria

• Timestamp of the alert

💡 Click the link in alert emails to go directly to the filtered activity view.

Common Alert Scenarios

Performance Monitoring

Saved View: Workflows with run time > 5 minutes Alert Purpose: Identify performance degradation Action: Investigate and optimise slow workflows

Error Tracking

Saved View: Failed workflows in production Alert Purpose: Immediate notification of failures Action: Quick response to production issues

Usage Monitoring

Saved View: Specific workflow executions Alert Purpose: Track usage of critical processes Action: Ensure important workflows are being used

Security Monitoring

Saved View: Workflows run by external users Alert Purpose: Monitor external access Action: Verify authorised usage

💡 Create multiple alerts for comprehensive monitoring coverage across different aspects of your operations.

How to Use Saved Views Effectively

Accessing Saved Views

1. Click on a saved view name to apply it instantly

2. The Activity tab opens with pre-selected filters

3. All relevant data is displayed immediately

4. Modify filters further if needed

Managing Saved Views

1. Edit saved view names for clarity

2. Delete unused saved views to reduce clutter

3. Share saved views with team members

4. Create views specifically for alert purposes

⚠️ Deleting a saved view will also delete any associated alerts.

Best Practices

For Alert Creation

• Create specific, focused saved views for alerts

• Test saved views thoroughly before creating alerts

• Use descriptive names for both views and alerts

• Document what each alert monitors and why

For Alert Management

• Review alerts regularly for relevance

• Update recipient lists as team changes occur

• Disable rather than delete alerts during testing

• Consolidate similar alerts to reduce noise

For Team Collaboration

• Share alert configurations with team members

• Document response procedures for each alert

• Assign alert ownership for accountability

• Regular review meetings for alert effectiveness

For Optimal Monitoring

• Balance coverage with alert fatigue

• Start with critical alerts, expand gradually

• Set appropriate frequency to avoid spam

• Use different recipients for different severity levels

💡 Well-configured alerts transform reactive troubleshooting into proactive system management, significantly improving workflow reliability.