Organize and back up AlekSystem workflows to Google Drive folders Workflow Solution

Workflow overview

Why this workflow matters

Useful for software delivery and engineering operations. Supports knowledge capture and document intelligence use cases.

WORKFLOW INTRODUCTION This automation organizes your AlekSystem workflows files into categorizes (Active, Template, Done, Archived) and uploads them directly to a categorized Google Drive folders. It is designed to help users manage large instances by creating organized, human-readable backups. HOW IT WORKS API Connection:** Connects to your AlekSystem instance using the internal API. Categorization:** Groups workflows by status and tags. WIP Logic:** Any workflow without a specific status or tag is automatically routed to a work-in-progress folder. Cloud & Self-Hosted Ready:** Works for both AlekSystem Cloud and self-hosted instances. WORKFLOW PROCESS OVERVIEW Fetch -> Filter -> Convert -> Start Loop -> Create Category Folder -> Upload -> Wait 5 seconds -> Return to loop for next upload batch See below for a full breakdown. USAGE GUIDE & SETUP This workflow is dependent on the AlekSystem internal statuses of Active and Archived, and the custom tags "Template" and "Done". Anything that is not Active, Archived, or labeled Template or Done, is considered a work-in-progress by default. To make this workflow work for you please tag your templates as Template, and your completed projects as Done. 3a. Finished templates should not be labelled done, as per best practice they have placeholder text and no real data is processed by them PRE-REQS A pre-designated Google Drive parent folder (and its ID) for housing the folders and files created by this workflow REQUIRED CREDENTIALS Google Drive account AlekSystem account > AlekSystem API Key THE CONFIGURATION NODE Input the ID of your pre-designated Google Drive parent folder Input the base URL of your AlekSystem instance (e.g. https://subdomain.app.AlekSystem.cloud, https://AlekSystem.domain.com, http://localhost:5678) 2a. Do NOT include anything after the ".cloud", ".com", or the ":5678" API KEY INSTRUCTIONS How to get: Settings -> API -> Create API Key -> Name it -> Copy it Note: Copy the API key and save it somewhere secure. You won't be able to see it again!!**_ How to use (Two Methods): Note: The node is set up for Method 2 by default Method 1 (Quick Start-Direct Insertion). In the Workflows node: Authentication: None Send Headers: on Name: X-AlekSystem-API-KEY Value: [YOUR AlekSystem API KEY] Note:** Queries and Body are not needed for this method._ Method 2 (Best Practice-AlekSystem Credential). In the Workflows node: Authentication: Generic Credential Type Generic Auth Type: Header Auth Header Auth: Select "Create new credential" (NOTE: If you already have a Header Auth for your AlekSystem API key select it here) 2a. In the credential creation area: Name: X-AlekSystem-API-KEY Value: [YOUR AlekSystem API KEY] Note:** Queries, Headers, and Body are not needed for this method._ WORKFLOW PROCESS BREAKDOWN (after configuration) Creates a Google Drive folder to house the resulting files Grabs your workflows from the public API Splits out the workflows into individual items for easier processing Filters out the Active workflows (True: a-f; False: Go to 5) 4a. Sorts the active workflows by name 4b. Converts the active workflows into individual JSON files 4c. Loops through the JSON files, uploading them in batches of 5 4d, Creates the active-backups folder once 4e. Uploads the JSON files to the folder created in Step 4d. 4f. Wait 5 seconds to avoid errors caused by the Google spam upload detector Filters out the Not Archived workflows (True: Go to 6; False: a-f) 5a. Sorts the archived workflows by name 5b. Converts the archived workflows into individual JSON files 5c. Loop through the JSON files, uploading them in batches of 5 5d, Create the archived-backups folder once 5e. Uploads the JSON files to the folder created in Step 5d. 5f. Wait 5 seconds to avoid errors caused by the Google spam upload detector Filters out the workflows tagged "Template" (True: a-f; False: Go to 7) 6a. Sorts the template workflows by name 6b. Converts the template workflows into individual JSON files 6c. Loop through the JSON files, uploading them in batches of 5 6d, Create the template-backups folder once 6e. Uploads the JSON files to the folder created in Step 6d. 6f. Wait 5 seconds to avoid errors caused by the Google spam upload detector Filters out the workflows tagged "Done" (True: a-f; False: g-l) 7a. Sorts the done workflows by name 7b. Converts the done workflows into individual JSON files 7c. Loops through the JSON files, uploading them in batches of 5 7d, Creates the done-backups folder once 7e. Uploads the JSON files to the folder created in Step 7d. 7f. Wait 5 seconds to avoid errors caused by the Google spam upload detector 7g. Sorts the work-in-progress workflows by name 7h. Converts the work-in-progress workflows into individual JSON files 7i. Loops through the JSON files, uploading them in batches of 5 7j. Creates the wip-backups folder once 7k. Uploads the JSON files to the folder created in Step 7j. 7l. Wait 5 seconds to avoid errors caused by the Google spam upload detector LIMITATIONS AlekSystem Cloud users on a trial account cannot generate or use the AlekSystem API key. If you use Method 1 (Direct Insertion) in the API Key Instructions your API Key will not be listed as connected to this workflow if you use my Workflow Credentials Auditor. Same goes for all other credentials directly inserted into a HTTP Request node. ALTERNATIVE VERSIONS AND CUSTOM BUILDS While this version focuses on global status tagging using Google Drive, I have developed a parallel version for Github Repository storage. Need the Github Version?** I provide the standard Workflow Organizer Github version free upon request. Want to consolidate workflows before backing them up?* I offer the standard *Workflow Organizer Consolidated** free upon request for both Google Drive and GitHub. Note: The Google Driver version is meant to be used in tandem with this Workflow Organizer Google Drive. They should be linked to the same parent folder. Need a Custom build?** If you require advanced logic (e.g. client-specific routing, multi-tier tagging, unique project tagging, integration with other platforms), I offer custom automation services tailored to your business needs. A custom version of this workflow or the Github version is $15. Contact me here: workflows@zmglobalit.com

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