Workflow

Workflow represents the association between a Package and an Agent Group. Each time a package is linked to an Agent Group, it is automatically distributed to all the Agent machines that belong to that Agent Group.

The Workflows page enables you to deploy an uploaded package to Agent Groups, manage previously created associations and keep all your workflows up to date. This helps you distribute packages on the Agent machines and execute works faster from the Tasks page. To access the Workflows page, you click the Workflow tab at the left menu. After clicking, the system shows the Workflow page listing all existed Workflow as below:

No	Column/Label	Description
1	Action	Available actions to manage the Log of said Workflow. Includes: * VIEW: allows you to be redirected to the Task Detail page. * EDIT: allows you to edit the details of each Workflow * DELETE: allows you to remove selected Workflow from Center. * START JOB: Quickly create a new Task related to this workflow. * ADD SCHEDULE: Quickly add a schedule related to this workflow By selecting the Checkbox corresponding to each Workflow, the delete option will appear beside the Filter option and allow you to delete the Workflow ! Selecting the Checkbox next to Action will select all Workflow in display and allow you to bulk delete selected them
2	Workflow Name	The name of the Workflow. For organization purposes, it is best to create Workflow Name with the format: Package Name_Agent Group Name.
3	Package Name	The name of the Package that was published to akaBot Center
4	Package Version	The version of the package that was published to akaBot Center. The package version will be decided when you choose the publish option in akaBot Studio.
5	Agent Group	Agent Group which the workflows will be deployed in
6	Description	The current version of Package’s published description
7	Created by	The user who creates this Workflow.

View a Workflow

To view a workflow, you can click the eye button.

Besides all the general information displayed on the Workflow Listing page, the Workflow Details page also included Parameters and Machine Environment information generated when creating/editing the Workflow.

Furthermore, you can see the update history as well as a list of Tasks executed by said Workflow. Details regarding Tasks shall be explained in the Tasks section.

Here, you can search the Task list by Time, Name, State, Agent of the tasks.

Users can also delete executed instances of this Workflow by selecting the Checkbox at the beginning of each Task. The Delete button will show up.

Search a Workflow

No	Column /Label	Description	Type	Maximum	Input Requirement
1	Search box	Enter the name of the workflow you want to search	String	No limit
2	Agent Group	Select the agent group that the workflow you want to search is attached to	Input searching	No limit
3	Package	Select the package that the workflow you want to search is attached to	Input searching	No limit

Create a Workflow

To create a workflow, you click the “Create New” button at the top of the page.

After clicking, the system shows a form allowing you to create the workflow.

No	Column /Label	Description	Type	Maximum	Is Mandatory?	Input Requirement
1	Package Name	Select the package you want for the workflow you are creating	Input searching	No limit	Yes
2	Package Version	Depends on the package that you chose above Select the version of the package you chose	Dropdown list		Yes
3	Agent Group	Depends on the package version that you chose Select the agent group that you want to attach the workflow that you are creating to	Input searching	No limit	Yes
4	Description	Enter the description of the workflow you are creating/editing	String	255 char	No

Once filled in all the General information, you can add further Parameters and Machine Environment variables to the Workflow. You can add multiple variables, but you can only add one by one.

No	Column /Label	Description	Type	Maximum	Is Mandatory ?	Input Requirement
	Parameter Name	Enter the name of the parameter	String	255 char	Yes
	Type	Select the type of the parameter	Drop down list		Yes
	Value	Depends on the type that you chose Enter/select the value of the parameter
		If you chose string	String	500 char	Yes
		If you chose bool	Boolean, SingleChoice		Yes
		If you chose integer	Int32	500 char	Yes

No	Column /Label	Description	Type	Maximum	Is Mandatory?	Input Requirement
1	Variable Name	Enter the name of the variable	String	255 char	Yes
2	Type	Select the type of the variable	Dropdown list		Yes
3	Value	Depends on type that you chose Enter/select the value of the variable			Yes
		If you chose string	String	500 char	Yes
		If you chose bool	Boolean, SingleChoice		Yes
		If you chose integer	Int32	500 char	Yes

Edit a Workflow

To edit a workflow, you click the Three dots button, then click Edit.

After clicking, the system shows a form allowing you to edit the info of the workflow.

No	Column /Label	Description	Type	Maximum	Is Mandatory?	Input Requirement
1	Package Version	Depends on the package that you chose above Select the version of the package you chose	Dropdown list		Yes
2	Agent Group	Depends on the package version that you chose Select the agent group that you want to attach the workflow that you are creating to	Can not edit
3	Description	Enter the description of the workflow you are creating/editing	Can not edit

Once edit package version, you can edit further Parameters and Machine Environment variables to the Workflow. You can add multiple variables, but you can only add one by one (same as above).

Delete a Workflow

To delete, you click the Three dots button, then click Delete.

Alternatively, you can select the checkbox before each Workflow and the Delete button will show up next to the Filter button. Tick the Checkbox next to Action will allow the user to select all displayed Agent for bulk delete.

After clicking, a system will show a confirmation message for you to confirm.

Workflow Retention Policy

The Workflow Retention Policy is a feature in akaBot Center that controls how long workflow execution history — including logs and task records — is kept before being automatically deleted.

Without a retention policy, execution history accumulates indefinitely. Over time this can slow down the Workflows page and increase storage usage. By configuring a policy, administrators can automate the cleanup of outdated execution data on a schedule.

By default, older workflows created before this feature was introduced keep their logs permanently. However, for any new workflows created or when updating an existing workflow, configuring a custom retention policy is mandatory.

Retention Policy Parameters

The Retention Policy configuration panel contains the following parameters:

No	Column/Label	Description	Type	Default Value	Is Mandatory?	Constraints / Requirements
1	Retention Policy Selection	Choose whether to keep all records indefinitely or set custom cleanup rules.	Toggle Options	Keep permanently	Yes (during update)	• Only available when updating an older workflow without a policy. • During workflow creation, this option is hidden and custom retention is mandatory.
2	Retention period (days)	The duration (in days) that execution data will be kept in the database before deletion.	Numeric Input	30 days	Yes	• Min: 7 • Max: 180 • Must be a positive integer. Invalid values show an error message and disable the Save button.
3	Apply to task states	Select which execution outcomes will trigger the cleanup.	Checkboxes	None (requires selection)	Yes	Available options: • Successful • Failed • Stopped • Pending • Stopping • Terminating
4	Cleanup scope	Defines the extent of the deletion when the retention threshold is reached.	Radio Buttons	Delete logs only	Yes	Options: • Delete logs only: Deletes execution logs, but keeps the task. • Full Cleanup: Deletes both execution logs and the task entirely.

Configure Retention Policy during Workflow Creation

When creating a brand-new workflow association (linking a NuGet Package to an Agent Group) by clicking the "Create New" button at the top of the Workflows page, configuring the Retention Policy is mandatory.

1. Fill out the general mandatory fields: Package Name, Package Version, and Agent Group.

2. Scroll to the bottom of the dialog to find the Retention Policy section.

3. Specify the Retention period (must be an integer between 7 and 180 days).

4. Check one or more execution states under Apply to task states.

5. Choose the Cleanup scope (either Delete logs only or Full Cleanup).

   

6. Click Save to deploy the workflow with the active policy.

Configure Retention Policy during Workflow Update

Workflow with Configured Retention Policy

For workflows that already have a custom retention policy active:

1. Click the Three dots button next to the workflow on the listing page and select Edit.

   

2. Scroll down to the Retention Policy section of the Edit Workflow dialog. The fields will display the currently active values.

3. Modify the Retention period, Apply to task states, and Cleanup scope as needed.

4. Click Save to apply the modifications.

Workflow with Permanent Retention (No Active Policy)

For workflows created prior to implementing retention settings:

1. Click the Three dots button next to the workflow and select Edit.

2. Scroll down to the Retention Policy section. You will see two options: Keep permanently (active by default) and Set custom retention.

   

3. To configure a custom policy, select Set custom retention.

4. The configuration fields will appear with default placeholders (e.g., 30 days, Delete logs only).

5. Set your desired retention period, states, and scope.

   

6. Click Save to save the new policy.

View Retention Policy on the Workflow Details Page

To view the retention policy configured for a workflow:

1. On the Workflow Listing page, click the eye (View) icon next to the desired workflow.
2. The workflow details page has two tabs containing retention policy information:

General Tab

Under the General tab of the details page, the current active retention policy is displayed:

• Retention Policy: Displays the chosen cleanup action and duration (e.g., Delete execution logs after 30 days). If the workflow is an older legacy workflow that hasn't been updated with a custom policy, it displays Keep permanently.
• Apply to task states: Lists the execution states that trigger cleanup (e.g., Successful, Failed). This field is hidden if the policy is set to Keep permanently.

History Tab

The History tab (Update History) records a chronological log of all changes made to the workflow, including modifications to its retention policy. Each time the workflow is edited, a new log entry is created.

The history log contains the following columns related to the retention policy:

No	Column/Label	Description
1	Modified date	The date and time when the modification was saved.
2	Package Version	The package version active when the modification occurred.
3	Retention action	Displays the cleanup period and cleanup scope (e.g., 15 days • Full Cleanup or Keep permanently).
4	Retention Target States	Lists the task states configured for cleanup (e.g., Successful, Failed, Stopped).
5	Description	Any change comment entered by the user.
6	Created By	The username of the account that made the modification.

System Configuration (application.yml)

For system administrators, the global behavior of the background retention execution and defaults for new workflows are configured in the Center's application.yml configuration file under the retention.workflow path.

Important: After modifying application.yml, you must restart the akaBot Center service for the changes to take effect. Configuration changes are only read at startup and will not apply to a running instance.

Here is the default YAML configuration structure:

retention:
  workflow:
    enable: true
    cron: "0 0 2 * * ?"
    job-batch-size: 100
    log-batch-size: 200
    max-cleanup-iterations: 1000
    max-log-cleanup-iterations: 10000
    max-excluded-jobs: 900
    default-days: 30
    default-states: "SUCCESSFUL,FAULTED,STOPPED"
    default-log-only: true

Below is a detailed description of each system configuration key:

Parameter	Type	Default Value	Description
enable	Boolean	true	Globally enables or disables the automatic background workflow retention cleanup job.
cron	String	"0 0 2 * * ?"	Cron expression defining the execution schedule for the background cleanup job (e.g., daily at 2:00 AM).
job-batch-size	Integer	100	Limits the number of task records processed and deleted in a single batch.
log-batch-size	Integer	200	Limits the number of execution logs processed and deleted in a single batch.
max-cleanup-iterations	Integer	1000	The maximum loop iterations allowed for database cleanup to prevent lock contention.
max-log-cleanup-iterations	Integer	10000	The maximum loop iterations allowed for Elasticsearch/database log cleanup to prevent timeouts.
max-excluded-jobs	Integer	900	The maximum count of task records that can be excluded from deletion rules.
default-days	Integer	30	The default retention period (in days) displayed when creating a workflow.
default-states	String	"SUCCESSFUL,FAULTED,STOPPED"	Comma-separated default task execution states checked during workflow creation.
default-log-only	Boolean	true	The default cleanup scope during workflow creation (true = Delete logs only, false = Full Cleanup).