Automation

1. Policy Management and Workflows

Overview

Manage policies and workflows to ensure compliance and streamlined cloud governance. The Policy and Workflow page provides a centralized location to monitor, configure, and automate responses to cloud events.

Global Policies

The Global Policies section provides a centralized location where all predefined policies across multiple cloud providers—AWS, Azure, and GCP—are listed and managed. This page helps organizations apply standardized governance rules across their cloud environments, ensuring compliance, cost efficiency, and operational consistency.

Policy Settings - View and manage cloud governance policies. You can mark policies as Mandatory or Optional.

Filters

Filter By Cloud Providers - Filter policies by cloud provider (AWS, Azure, GCP)

Filter By Policy Groups - Filter by policy group category

Filter By Resources - Filter by specific resource types

Policy List Columns

Name - Policy identifier (e.g., idle-instances-ec2, untagged-instances-ec2, unattached-volumes-ebs)

Description - Brief description of what the policy monitors or enforces

Cloud Provider - The cloud platform (AWS, Azure, GCP)

Status - Policy enforcement status: - Mandatory (green badge with toggle ON) - Policy is enforced across all projects - Optional (grey badge with toggle OFF) - Policy can be enabled at project level

Actions - Menu for additional policy options

What You'll Find on the Global Policies Page

A comprehensive list of built-in policies, categorized by cloud provider (AWS, Azure, GCP)
Each policy includes metadata like name, classification (e.g., cost, security), and a description of what it enforces

Controlling Policy Behavior: Mandatory vs. Optional

From the Global Policies page, users can decide how each policy should behave across the organization:

Mandatory - These policies are enforced by default and cannot be overridden at the project level. They apply to all relevant resources without exception.

Optional - These policies are available for project-level users to adopt but are not enforced unless explicitly enabled for a given project.

This flexibility allows teams to strike a balance between organization-wide controls and project-level customization.

Policy Management and Workflow

In CloudPi, Policies and Workflows work together to help you monitor your cloud environment and automate responses to events.

Policy - A Policy defines the conditions and thresholds you want to monitor, such as resource usage, cost limits, security compliance, or specific service-level events.

Workflow - When a Policy condition is met, a Workflow is automatically triggered. A Workflow is a set of automated actions configured to respond to the policy event. These actions can include sending email alerts, creating backups, generating snapshots, or executing other predefined tasks to manage the situation.

By combining Policies and Workflows, CloudPi enables proactive monitoring and automation, helping you maintain complete control over your cloud infrastructure with minimal manual intervention.

Policy Management

Navigate to Policies

In the Project menu, click on the Automation tab
Select Policy and Workflow
Here, you will see a list of all existing policies associated with the selected project

Policy Page Features

Total No of policies - Displays the count of all policies in the project

Search - Search by name or type to find specific policies

All Categories - Filter policies by category (Optimization, Billing, Backup, Financial, Security, Governance)

All Policies - Filter to show all policies or specific subsets

Sync - Synchronize policy data

Download - Export policy list

Policy List Columns

Name - Policy identifier (e.g., idle-instances-vm, unused-public-ips, unused-unattached-disks, auto-invoicing, auto-backups)

Description - Brief description of what the policy detects or enforces (e.g., "Detects virtual machines running...", "Identifies Azure Public IP resource...", "Identifies orphaned Azure manag...")

Type - Category of policy (Optimization, Billing, Backup, Financial, Security, Governance)

Status - Shows if policy is Active (green badge) with toggle switch to enable/disable

Workflow Status - Indicates if a workflow is configured (Active in green or No Workflow)

Actions - Menu to view/edit policy details and configure workflows

Available Actions

Hover over a policy row to see available actions:

Policy - View details & edit criteria
Workflow - Create new workflow
Workflow (green) - View workflow summary

Viewing Policy Details

Click on a policy row or the settings icon to open a sidebar with three tabs:

1. Details Tab

Name - Policy name (e.g., Unused Public Ips)

Cloud Provider - Cloud platform (e.g., Azure)

Description - Full description of the policy's purpose (e.g., "Identifies Azure Public IP resources that are unassociated and have had no activity in the last X days. Scans for orphaned resources from incomplete cleanup operations that incur unnecessary charges.")

Allowed Actions - List of actions available for this policy: - Send Email - Create Ticket - Create Task - Delete IP - Attach Tag - Detach Tag - Trigger Webhook - Create PR

2. Criteria Tab

Shows the policy criteria with editable conditions. Click the Edit button to modify criteria.

Policy Criteria:

Condition 1 - Parameter - The field being evaluated (e.g., association_id) - Operator - The comparison type (e.g., Equal) - Value - The comparison value (e.g., null)

Condition 2 - Parameter - The field being evaluated (e.g., lookback_days) - Operator - The comparison type (e.g., Equal) - Value - The comparison value with unit (e.g., 30 days)

3. JSON Tab

Displays the complete policy configuration in JSON format, including:

name - Policy identifier
action - Default action type
active - Policy status
filter - Conditions with "and" logic
trigger - Event-based or scheduled
cloud_id - Cloud provider identifier
eventType - Type of event monitored
description - Full policy description
service_name - Target cloud service
classification - Policy category
recommendation_format - Template for recommendation messages

Workflows

Cloning Workflows

You can clone existing workflows to quickly create new policies with similar automation steps. This helps you avoid repetitive setup and ensures consistency across policies.

Configure a Workflow

After configuring your policy, you can create or edit workflows:

Click the Workflow icon (next to the Settings icon) for a specific policy
A sidebar opens showing the workflow configuration options

Workflow Logs

Workflow Logs are captured during the execution of a policy. These logs help you:

Track the execution status of each workflow
Monitor actions performed
Identify any errors or failures during automated processes

Define Workflow Details

When creating a workflow, you need to provide:

Workflow Name - Enter a name for your workflow (e.g., untagged-instances-ec2)

Description - Provide a clear description of the workflow's purpose

Set Up Workflow Rules

Each workflow contains rules that define how and when the actions are executed:

Select Services - Choose the cloud service this rule applies to (e.g., EC2, S3, etc.)

Inclusions (Optional) - Click + Add Inclusion to specify any resources or conditions that should be explicitly included in this rule

Exclusions (Optional) - Click + Add Exclusion to define any resources or conditions that should be excluded from this rule

Configure Actions

Actions define what CloudPi should do when the policy conditions are met:

Select Action - Choose the action from the dropdown (e.g., Send Email, Create Snapshot, etc.)
Action Parameters:
For actions like Send Email, enter the recipient's email address
For actions like Create Snapshot, select the target resource
Add Additional Actions - Click + Add Action to define multiple actions within the same rule
Set Delay (Optional) - You can optionally specify a delay in days or hours before the action is executed

Add More Rules (Optional)

To add multiple rules within the same workflow, click + Add Rule.

Save the Workflow

Once all rules and actions are configured:

Click Save Changes to finalize the workflow
Click Cancel if you want to discard the changes

View Workflow Details

After saving the workflow, go to the Workflow list and click on the Workflow Name to view its full configuration, including all rules and actions.

Auto Invoicing Policy

Auto Invoicing is a built-in policy that automates the process of generating invoices every month based on data usage. This ensures timely billing and reduces the need for manual intervention.

How to Set Up a Time-Based Workflow for Auto Invoicing

To automate invoice generation, users can create a Time-Based Workflow by following these steps:

Workflow Name - Give your workflow a name that clearly indicates its purpose, such as auto-invoicing
Description (Optional) - Add a short description to explain what the workflow does—e.g., "Automatically generates invoices based on usage every month"
Schedule:
Start Date - Select the date when the workflow should begin
Frequency - Choose how often the workflow runs (e.g., Monthly)
Billing Details:
Billing View - Select the billing view that contains usage data
Customer - Choose the customer who should be billed
You can add multiple billing configurations using the Add Billing option if needed
Actions:
In the Actions section, select the action Schedule Auto Invoicing from the dropdown menu
You can add additional actions if your workflow needs to perform multiple tasks
Save Workflow - Once all the information is filled out, click on the Create Workflow button to activate it

2. Virtual Machine Scheduler

Overview

The Virtual Machine Scheduler feature in CloudPi offers powerful automation for managing the start and stop operations of virtual machines. By configuring schedules, organizations can optimize resource utilization, reduce cloud costs, and ensure efficient cloud infrastructure management. This feature provides a streamlined approach to managing resource availability based on predefined schedules or real-time needs.

Key Features

Comprehensive Schedule Management

Automated Operations - Enable automatic start and stop of virtual machines during specified time periods, optimizing resource availability and cost-efficiency

Vacation and Custom Schedules - Create schedules tailored for holidays, weekends, or specific organizational needs

Multi-Region Support - Manage schedules for resources across different cloud regions seamlessly

Centralized Schedule Overview

Detailed Schedule View - Access all active schedules, including their type (Snooze, Start, or Stop), associated resources, and timing details

Actionable Controls - Modify, delete, or manually override schedules directly from the Schedules screen

Execution Logs - Monitor schedule activities and execution statuses for accountability and troubleshooting

Data-Driven Recommendations

Optimized Scheduling Suggestions - Receive schedule recommendations based on usage patterns to reduce resource idling

Streamlined Implementation - Apply recommendations with minimal configuration through the Recommendations screen

Setup and Configuration

Accessing the Scheduler Feature

Navigate to Automation - Log into CloudPi and access the Scheduler feature under the Automation section in the main menu
Explore the Three Main Screens:
Schedules - Manage and review all active schedules
Recommendations - View and apply usage-based schedule suggestions
Resources - Identify eligible resources and create custom schedules

Navigating Schedules

Schedules Screen

View All Schedules - Review the list of schedules with details such as schedule name, type, description, and associated resources

Edit and Delete - Modify schedules or remove outdated configurations directly from the Actions menu

Manual Override - Enable or disable specific resources for temporary overrides without altering the main schedule

Actions

View

The View action allows users to examine the details of a specific schedule without making changes. By selecting this option from the Actions Menu, the system displays a detailed breakdown of the schedule, including key information such as:

Name - Schedule identifier (e.g., ACCOUNT_SNOOZE_REG)

Description - Purpose or usage (e.g., "account testing for scheduler")

Schedule Type - Type of schedule (e.g., Snooze (Stop and Start))

Date Range - Period when the schedule is active

Weekday Timings - Days and times for weekday operations

Weekend Timings - Days and times for weekend operations

The View feature is particularly useful for verifying schedule configurations or sharing information with team members. Users can close the detailed view by selecting the Close View option.

Resource Details Tab:

Shows the list of resources associated with this schedule:

NAME - Resource name

INSTANCE ID - Unique resource identifier

REGION - Cloud region

STATUS - Active/Paused status with toggle

ACTIONS - Additional options menu

Manual Override

The Manual Override feature provides users with the ability to temporarily pause or activate the application of the VM Snooze schedule for individual instances. This allows for greater flexibility in managing resources without permanently modifying the primary schedule.

How It Works:

Accessing Manual Override:
Click the Manual Override icon in the Actions menu for a specific schedule
This will open a detailed list of instances associated with the schedule
Pausing or Activating an Instance:
Paused - Use the toggle switch to pause an instance, preventing it from being affected by the VM Snooze schedule. This ensures the resource remains operational, regardless of the scheduled start and stop times
Active - Use the toggle switch to activate an instance, ensuring it adheres to the VM Snooze schedule
Instance Details:
The manual override panel displays key details for each instance:
- Resource Name - Name of the instance
- Instance ID - Unique identifier for the instance
- Region - The cloud region where the resource is deployed
- Status - Reflects whether the instance is currently subject to the schedule (Active) or excluded (Paused)
Closing Manual Override:
Once the desired overrides are set, click Close Manual Override to return to the main Schedules view
Overrides take effect immediately but do not alter the underlying schedule configuration

Edit Action

The Edit feature allows users to modify the configuration of an existing schedule. This ensures flexibility for adapting schedules to changing requirements without the need to create a new schedule from scratch.

How It Works:

Accessing Edit Mode:
Click the Edit icon from the Actions menu of the selected schedule
This opens the schedule in an editable form
Editable Fields:

Users can update the following details:

Schedule Name - Update the schedule identifier

Description - Modify the description to better reflect the schedule's purpose

Start Date - Update the start date

Start Time - Change when the schedule activates

Stop Time - Change when the schedule deactivates

Time Zone - Select the appropriate time zone (e.g., Asia/Kolkata (GMT+05:30))

Saving Changes:
Once the updates are complete, click the Update button to save the changes
The schedule is updated in real time, and the changes are reflected in the Schedules screen
Closing Edit Mode:
If no changes are needed, click Close Edit to exit the edit mode without modifying the schedule

Schedule Logs

The Schedule Logs feature provides users with detailed insights into the execution history of a schedule. It helps track the status of scheduled actions, ensuring transparency and simplifying troubleshooting when needed.

How It Works:

Accessing Schedule Logs:
Click the Schedule Logs icon in the Actions menu of a specific schedule
This opens a log view displaying the execution history
Log Details:

Each log entry includes:

Started At - The timestamp when the schedule action began

Completed At - The timestamp when the action finished

Status - Indicates the success or failure of the action (green "Success" label)

Message - Details about the action performed (e.g., instance IDs started/stopped)

Troubleshooting Support:
If a schedule action fails, the log entry provides error messages or status details
These can be used to identify and resolve issues
Closing Logs:
After reviewing the logs, click Close Logs to return to the main Schedules view

Delete Schedule

The Delete Schedule feature allows users to permanently remove an existing schedule from the system. This is useful for eliminating outdated or unused schedules, ensuring that only relevant configurations are maintained.

How It Works:

Accessing Delete Option:
Click the Delete icon in the Actions menu of the selected schedule
This action initiates the schedule deletion process
Confirmation Prompt:
A confirmation dialog appears to prevent accidental deletions
Users must confirm their intent to delete the schedule
Deletion Outcome:
- If confirmed, the schedule is permanently removed from the list, and all associated configurations are erased
- If canceled, no changes are made, and the schedule remains in place
Impact on Resources:
Deleting a schedule does not impact the current state of associated resources
It only removes the automation tied to the schedule

Export Instance Details

The Export Instance Details feature allows users to download a detailed spreadsheet (.csv) of all active schedules, instances, and their associated configurations. This enables efficient tracking, reporting, and analysis of virtual machine schedules and their statuses.

How It Works:

Accessing the Export Feature:
Click the Export Instance Details button located in the top-right corner of the Schedules screen
Downloading the Spreadsheet:
When clicked, the system generates a spreadsheet and prompts you to download it
The file contains detailed information for each schedule and associated instance, including:
- Instance ID
- Region
- Instance Status
- Schedule Name
- Schedule Status
- Schedule Type
- Weekdays
- Weekends
- Action Type
- Description
- Start Date and End Date
- Time zone
- Weekday Start Time and End Time
- Weekend Start Time and End Time
- Is Recommended (Yes/No)
- Tag
Spreadsheet Output:

The spreadsheet provides a comprehensive, instance-level view of schedules, enabling users to: - Monitor schedule execution for each instance - Identify instances and schedules based on region, type, or tags - Audit or analyze resource utilization and scheduling effectiveness

Recommendations

Reviewing Recommendations

The Recommendations Screen displays a list of recommended snooze schedules tailored to optimize resource utilization and cost efficiency. These recommendations are generated based on usage analytics, helping users identify optimal start and stop times for cloud resources.

How It Works:

Recommendations Column:
The Recommendation column lists the recommended snooze schedules for each resource
Each entry includes:
- Instance ID - Identifies the resource
- Snooze Schedule - Indicates the suggested start and stop times (e.g., Snooze_10 PM_5 AM)
Reviewing Suggested Schedules:
Users can browse the recommendations to understand the proposed snooze schedules
The recommendations provide actionable insights for aligning resource schedules with real-world usage patterns
Taking Action:
Check the boxes next to one or more recommendations to activate the Create Schedule button
Use the Create Schedule feature to customize and apply these recommendations
Additional Actions:
Download - Click the Download icon to export the recommendations list
Share - Click the Share icon to share recommendations via social media, email, or by copying a link
Add Columns - Click the Add Columns (+) icon to customize visible columns

Actions

View Recommendation Details and Usage Analysis:

Access recommendation details and analysis by navigating to Actions → View. This feature helps users evaluate a recommendation by providing detailed insights and usage analysis, enabling informed decisions about adopting a snooze schedule.

Recommendation Details:

Displays key information about the recommendation: - Resource ID, Name, and Region - Recommendation Type (e.g., Snooze) - Date Range and Start/Stop Times - Average CPU Utilization and Network In/Out metrics

Usage Analysis:

Provides a visual graph of historical metrics (e.g., CPU Utilization) over a configurable lookback period
Users can select metrics like CPU or network usage to assess resource activity trends

This feature allows users to validate recommendations before creating schedules, ensuring they align with usage patterns.

Resource Scheduling

The Resources section allows you to view and manage resources eligible for scheduling actions.

Features:

Select Resources:
Check the box in the row for one or more resources to enable the Create Schedule button
Create Schedule:
After selecting resources, click the Create Schedule button to define scheduling parameters

Schedule Configuration:

Select Schedule Type - Choose between Vacation or Custom

Schedule Name - Enter a name (5-10 letters)

Description - Provide schedule purpose

End Date Option - Choose "No End Date" or set an end date

Start Date - Select when the schedule begins

Start Time - Set the activation time

Stop Time - Set the deactivation time

Time Zone - Select appropriate time zone (e.g., Asia/Kolkata)

View Resource Details:
Use the View action in the Actions column to see specific details about a resource

Resource Details View:

Shows comprehensive information including: - Resource ID - Region - Environment - Tags (Name, project, department, etc.)

Additional Features:

Download - Export resource details as a spreadsheet
Share - Share resource data via various platforms
Add Columns - Customize the displayed columns for a tailored view of resource data