Automations

LeanIX Automations User Guide

Overview

Automations in LeanIX are an easy-configurable and no code feature, that allows admins to set up Automation flows, which react to concise events and thereby trigger sequential actions - either user interactions or system operations.
They make LeanIX more actionable, enhance collaboration and engagement with the tool and fulfill the need for easy configuration.

The following table gives an understanding of triggers, conditions, and actions available to build the first Automation.

Trigger

TriggerValuesAdditional Information
Fact Sheet is created
Quality Seal changes toDraft, Broken, Approved, Rejected
Tag is addedevery Tag configured
Tag is removedevery Tag configured
Subscription is addedevery Subscription (type only, and type+role)regardless of whether a new user has been added or an existing one changed - before and after will be compared for this trigger
Subscription is removedevery Subscription (type only, and type+role)regardless of whether a subscription has been removed or an existing one changed - before and after will be compared for this trigger

Conditions

ConditionsValuesAdditional Information
Fact Sheet typeall Fact Sheet types defined in the Data modelsingle-select
Technical userincluded, ignoreddefines whether state changes initiated by technical users should be included or ignored as triggering events
Tagall tags defined for the chosen Fact Sheet typemulti-select (but one per tag single mode tag group)
Categoryall categories defined for the chosen Fact Sheet typesingle-select

Actions

Actions

Values

Additional Information

Create Action item

Title, Description, Assignees (Fact Sheet creator, Fact Sheet subscriptions, fixed users), Due date

Add Tag

all tags defined for the chosen Fact Sheet type

single-select

Multiple mode tags will be added additionally, and single mode tags will be added as a replacement, if another tag is set already.

Remove Tag

all tags defined for the chosen Fact Sheet type

single-select

Will remove the tag regardless of the tag mode.

Add Subscription

User (Fact Sheet creator, fixed user), Subscription type, and role(s)

single-select for who to add and for subscription type, multi-select for subscription role

Adds a subscription only if the settings of the workflow and already existing subscriptions allow it.

Set Subscription

User (Fact Sheet creator, fixed user), Subscription type, and role(s)

single-select for who to add and for subscription type, multi-select for subscription role

Sets a subscription and overwrites all existing subscriptions of the chosen user.

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Information

In case an Automation is configured to remove/overwrite an information (a tag, a subscription) but fails e.g. due to the attributes being mandatory or workspace settings, not allowing more subscriptions of the same user on a Fact Sheet, not more than one Accountable or a required role associated with a subscription type, it will retry finite but not execute the operation.

More triggers, actions, and functionality will be implemented subsequently.

Automations are enabled per default on all workspaces under module-based pricing and can be accessed by admins only.

Key Features

The feature is accessible under Administration > Automations. The “Automations” tab gives an overview of all existing Automations of the respective workspace as well as the opportunity to create new Automations.

The “Statistics” tab gives an indication of the quota of Automations used.

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Information

The current monthly Automation limit is 10 000 to ensure the technical stability of our services provided.

Automation Overview

The Automations tab gives you an overview of all the existing Automations as a list and on hover, the opportunity to activate or set the Automation to draft, edit, or delete it.
With a click on "View Best Practices" you are directed to this documentation and the currently possible recommended best practises to use with Automations.

Important

Deleted Automations cannot be recovered.

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Information

Activating Automations indicates, that as soon as it is active, matching triggers would initiate the defined actions. Setting Automation to draft indicates that no further Automation will be created and triggered from now on - but existing and running Automation will remain and not be canceled.

Create (and edit) Automations

Creating and editing Automations can be achieved by following these steps:

  • Either create a new Automation by clicking “New Automation” on the overview - or edit an existing one by clicking the “Edit” button hovering an Automation template in the list.
  • Fill in the metadata of the Automation. Give it a speaking name and description and also define the owner.

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Information

The owner of Automation can be any workspace user. The owner is the fallback assignee of any “orphaned” To-Do that is created by an Automation but also the fallback user subscribed to a fact sheet by an Automation, when the desired user is not available (e.g. not existing anymore).

They serve as a general fallback solution for Automations and are expected to be able to re-assign To-Dos or change subscriptions pointed to them on behalf.

  • Fill in the first step of the Automation - “When”
    Define the trigger. In the first drop-down decide on what Fact Sheet type the automation should be triggered. Then choose between the available “Events” what should trigger the automation. Depending on the trigger, you might also need to insert the actual value that should trigger the automation (e.g. “Quality State changes to” → “Broken”).
  • Fill in the second step of the Automation - “If”
    Here you can add one or multiple conditions that need to be present for an Automation to be executed. The condition on whether to ignore or include technical users (e.g. the iAPI, the Reference Catalogs, but also custom technical users) as triggering users needs to be set for every Automation. This could be helpful, when automatic, mass changes should not trigger Automations (e.g. when the SaaS Catalog creates an IT Component, this should not trigger an approval).
    Additionally you can add more conditions using the “Plus” button.

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Information

The separate conditions are connected by AND - if there are multiple options (e.g. for tag conditions) within a single condition, they are also connected by AND.

  • Fill in the third step of the Automation - “Then”
    Here you can add one action to be performed by the Automation. Choose one of the available actions from the list and furthermore fill in the required fields, e.g. select the tags or subscriptions, or fill in the Action item details for the To-Do that should be created.
  • Save the Automation by clicking “Save Automation”

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Information

The Automation is automatically active when clicking "Save and run Automation" - to save the Automation template in the inactive draft state, use the dropdown next to the button and choose "Save in Draft State" instead.

Automations Best Practices

Currently, the following use cases are covered with our set of functionality and easily set up on each workspace. The following best practices give insights on how to combine the triggers and actions to get the most value out of the feature.

Of course, all triggers, conditions, and actions can be also combined for individual Automations besides these best practices.

The following recommendations are clustered by their triggering event.

On Fact Sheet creation

Add default fixed users as subscriptions

This can be helpful, in case certain fixed users, e.g. all EAs, should be assigned as soon as new Applications are added to a workspace.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Fact Sheet is created
  • Decide on whether to include or ignore Fact Sheets that are created by technical users in the second step
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type
  • Choose the “Add subscription” in the third step (“Set subscription” also works)
  • Choose “User” as the “New Subscriber” and select the user afterwards
  • Choose the “Subscription Type” and subsequently but optionally one or more “Subscription roles” to apply
  • Save the Automation

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Information

To assign more than just one user to new Fact Sheets per default, please set up the same automation multiple times as long as multi-step Automations are not (yet) supported.

Add Fact Sheet creator as subscription

To avoid orphaned Fact Sheets in the workspace and have the Fact Sheet creator documented besides the Audit log, it is helpful to assign the creator of a Fact Sheet as a first subscription, e.g. “Observer - Creator”.

This also discloses the opportunity to automatically send a (running) survey to that automatically assigned Fact Sheet creator, e.g. in combination with an automatically set tag “New” (see below).

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Fact Sheet is created
  • Decide on whether to include or ignore Fact Sheets that are created by technical users in the second step
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type
  • Choose the “Add subscription” in the third step (“Set subscription” also works)
  • Choose “Fact Sheet creator” as the “New Subscriber” and select the user afterwards
  • Choose the “Subscription Type” and subsequently but optionally one or more “Subscription roles” to apply
  • Save the Automation

Create Action item for Fact Sheet creator for newly created Fact Sheets

By automatically creating an Action item with detailed information about what to do, e.g. filling the mandatory fields and approving, finding the Application Owner, Fact Sheet creators can be guided through the approval process of new Fact Sheets.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Fact Sheet is created
  • Decide on whether to include or ignore Fact Sheets that are created by technical users in the second step
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type
  • Choose the “Create Action item” action in the third step and subsequently define a title, description and due date - and choose “Fact Sheet creator” to assign the To-Do to
  • Save Automation

Add default tags to newly created Fact Sheets

Using this Automation newly created Fact Sheets can be pre-filled with first tags to increase data quality and avoid manual effort - or clearly marked as “New” Fact Sheets.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Fact Sheet is created
  • Decide on whether to include or ignore Fact Sheets that are created by technical users in the second step
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type
  • Choose the “Add tag” action in the third step and subsequently the tag to add on creation
  • Save the Automation

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Information

To assign more than just one tag to new Fact Sheets per default, please set up the same automation multiple times as long as multi-step Automations are not (yet) supported.

On Quality State change

Assign Action item to subscriptions on Quality State changes

If a Quality Seal of a certain Fact Sheet type breaks, it is useful to automatically assign a dedicated To-Do to the subscriptions, e.g. Application Owner and Business Owner, for checking the changes in the Audit log and re-applying the Quality Seal afterwards. This is easily possible with the following Automation.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Quality State changes to” and subsequently decide on the actual state that should trigger the Automation, e.g. “Broken
  • Decide on whether to include or ignore Fact Sheets Quality State changes that were caused by technical users (in this case not recommended!)
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Create Action item” action in the third step and subsequently define a title, description and due date - and choose “Fact Sheet subscription(s)” as the assignee and subsequently the actual role(s) and type(s) to assign the To-Do to
  • Save Automation

Assign Action item to fixed users on Quality State changes

If a Quality Seal of a certain Fact Sheet type breaks, optionally with a certain tag or category, it is useful to automatically assign a dedicated To-Do to fixed users (that are potentially not subscribed) to make them aware, e.g. inform the EA(s) or Solution Architect(s) that the Quality Seal of a “mission critical” Application broke.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Quality State changes to” and subsequently decide on the actual state that should trigger the Automation, e.g. “Broken
  • Decide on whether to include or ignore Fact Sheets Quality State changes that were caused by technical users (in this case not recommended!)
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Create Action item” action in the third step and subsequently define a title, description and due date - and choose “Users” as the assignee and subsequently the fixed user(s) to add as assignees
  • Save Automation

Assign tag on Quality State change

Whereas the Quality State is a field on a Fact Sheet by itself and can be used for many things, assigning a tag (from a designated tag group, single select, with all states as tags) based on the Quality State changes from the field unlocks certain functionalities, such as using the value for pie and bar charts in KPIs.

How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Quality State changes to” and subsequently decide on the actual state that should trigger the Automation, e.g. “Broken
  • Decide on whether to include or ignore Fact Sheets Quality State changes that were caused by technical users (in this case not recommended!)
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Add tag” action in the third step and subsequently the corresponding tag to the chosen state change trigger
  • Save Automation
  • Repeat creating this Automation for every Quality State to have them all covered

On tag added/removed

Create Action Item for subscriptions on tag added/removed

As tags are an integral part of a Fact Sheet to cluster and categorize, changes to them often bring the necessity for certain users to act on it, e.g. when an "Eliminate" tag is added to an Application, the Application Owner has to make sure to follow a checklist. For that reason it is beneficial to notify them with a To-Do.

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How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Tag is added” or "Tag is removed" and subsequently decide on the actual tag
  • Decide on whether to include or ignore tag changes that were caused by technical users
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Create Action item” action in the third step and subsequently define a title, description and due date - and choose “Fact Sheet subscription(s)” as the assignee and subsequently the actual role(s) and type(s) to assign the To-Do to
  • Save Automation

Create Action Item for fixed users on tag added/removed

Another use case on where tag changes require users' attention is for example, when an "Eliminate" tag is added to an Application and the Enterprise Architect(s) have to be prepared for retiring it. For that reason it is beneficial to notify them, a fixed list of users, with a To-Do as well.

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How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Tag is added” or "Tag is removed" and subsequently decide on the actual tag
  • Decide on whether to include or ignore tag changes that were caused by technical users
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Create Action item” action in the third step and subsequently define a title, description and due date - and choose “Users” as the assignee and subsequently the fixed user(s) to add as assignees
  • Save Automation

Add subscription on tag added/removed

Some tags might also require even more visibility, e.g. Applications that are marked as "Mission critical". As notifications on changes on Fact Sheets are mostly targeted to subscribers, it is useful to assign a main responsible, e.g. the Security Officer, as a subscription to those Fact Sheets that get marked with "Mission critical".

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How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Tag is added” or "Tag is removed" and subsequently decide on the actual tag
  • Decide on whether to include or ignore tag changes that were caused by technical users
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Add subscription” in the third step (“Set subscription” also works)
  • Choose “User” as the “New Subscriber” and select the user afterwards
  • Choose the “Subscription Type” and subsequently but optionally one or more “Subscription roles” to apply
  • Save the Automation

Conditional tagging

Tags can also be dependant on each other. Trigger on tag removal or adding - especially in combination with the tag condition - can be used to ensure data consistency for these cases. For example, whenever a tag from the "region" tag group is applied, that is subject to GDPR, add the tag "GDPR relevant" to it.

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How to set up:

  • Define name, optionally description, and Owner of the Automation
  • Define which Fact Sheet type the Subscriptions should be added to in the first step
  • As the trigger in the first step, use “Tag is added” or "Tag is removed" and subsequently decide on the actual tag
  • Decide on whether to include or ignore tag changes that were caused by technical users
  • Optionally decide whether the Automation should just be triggered on a certain category of the Fact Sheet type and/or on Fact Sheets that all hold a certain set of tags
  • Choose the “Add tag” (or alternatively “Remove tag” action) in the third step
  • Save Automation

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