How To: Notify report owners when a refresh fails
Use case: Routing a failed refresh alert to the right owner without leaving Datalogz
This use case explains how to create a workflow that lets a BI admin notify a report owner directly from a failed refresh alert, without switching to email, looking up contact details, or writing a message from scratch.
Why is it important?
When a report fails its scheduled data refresh, business users may be consuming stale or incomplete data without knowing it. The faster the owner is informed, the faster the issue gets investigated and resolved. Without a workflow, notification is manual: find the alert, identify the owner, open email, write the message, send it. Across dozens of alerts a week, this adds up, and follow-through is inconsistent.
A workflow eliminates that overhead. It surfaces a single button on every matching alert, and logs the action so nothing falls through the cracks.
Who is responsible for it?
This use case is typically owned by:
BI administrators
Analytics platform owners
BI Ops or Center of Excellence (CoE) teams
These roles are responsible for monitoring BI health, resolving operational issues, and ensuring report owners are held accountable for the assets they manage.
Steps
In Datalogz Control Tower, go to Settings > Workflows > Definitions.
Click Create Workflow.
Enter a name and description, for example: Notify report owner: failed refresh. This is what users will see on the alert page.
Under Trigger Configuration, select Manual.
Set the Connector to one of your BI connectors, or leave blank to apply across all connectors.
Under Linked Monitors, select the Failed Refresh monitor to restrict the workflow to that alert type only.
Under Plugin, select Send Email.
Click Save. The workflow is now live and will appear on every failed refresh alert that matches the connector filter.
Running the workflow from an alert
When a failed refresh alert fires:
Open the alert in Datalogz Control Tower.
Click the Run Workflow button and select Notify report owner: failed refresh.
In the dialog, set the Recipient type to User and select the report owner.
Write a comment.
Click Run.
Datalogz Control Tower sends the email immediately. The session is recorded in the workflow history view, including the recipient, timestamp, and outcome.
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