Adding Flows

Maybe the most important section in the portal, it allows the user to create new flows using all available triggers and actions.

To create a flow, simply click the "New flow" button in the footer toolbar:

Add flow, how to

We will see a new page divided into two sections:

Naming your flow

You must give your flow a name in order to save it. Enter a name in the area at the top of the section on the left side after you have started to create a new flow. Consider a good, descriptive name as this will be its identifier inside the portal after you save it.

NOTE. The naming convention for the flows created in Preview and Production environments as shown in the example below must be followed:

[Owner]-[ShortName]-[FlowName]-[FlowType]-[Version]

Description of naming convention

End example of the flow name

U4-EUN-PLW-PREV-MH-EMPLOYEE-01.001

Triggers

The first step in creating a new flow is to select what type of trigger will be used. Your choice of trigger defines what will kick off your flow.

  1. First select the type of trigger.
  2. Set up the trigger by entering the relevant properties. These are dynamic and will differ according to the type of trigger you configure.

This is the screen where you select you trigger.

Notice that system administrators can add more triggers than the ones shown here.

Add flow, trigger overview

In the second step, the required configuration for a given trigger can be defined.

You can go back and change the trigger type after having entered the configuration section, simply by clicking "Change trigger" in the upper right corner.

Add flow, trigger configuration

When all the required information is provided, the "Trigger" step will be marked with a green check-mark in the section on the left.

Add flow, trigger configuration completed

Filters and conditions

Using filters and conditions you can control the contents of the flow data and/or stop execution when irrelevant data is discovered.

To add a filter or a condition, simply click Add filter or condition respectively and add the filters/conditions you want.

In the editor used for entering filters and condition you will have the opportunity to pick values from earlier steps in the flow as well as tenant specific parameter values.

Add flow, filter editor

Filters

By adding filters you can make sure that only relevant data entities are let through to the next step in the flow.

Example: If your flow is relevant only for female employees, you could add this filter: Add flow, filter example

Note that step0 represents your trigger and {{step0:Body.gender}} comes from the data coming through the flow. This will only make sense if the data from the trigger actually have a property called "gender" inside its body.

Conditions

Add conditions to stop the execution of a flow when certain data appears.

Example: if you want your flow to not run for a specific user, you could add this condition: Add flow, condition example

Check out this page for more examples.

Actions

The action section is divided in two steps - just like the Trigger section:

  1. Action selection.
  2. Selected action definition.

The user can navigate across these two sections at any moment if he/she decides to change the action to use.

Add flow, action overview

The action configuration section will show all the required fields needed to set up the action.

If the user needs to use some data from the input, he/she will just have to add the input name inside double curly braces (e.g. {{Step0:SomeData}}). When the focus is lost from the input, these input data fields will be rendered as chips. If the specified input is well known it will be light blue, otherwise it will be dark blue.

Additionally, suggestion will be added depending of the output of previous steps so the user doesn't need to remember the structure of the input data.

Add flow, action definition

Overview

In this section the user will see a summary of everything he/she has configured during the creation process:

Add flow, overview filter summary

A flow can only be saved if name, trigger and all actions are properly defined.

Rename action name

At any time an action name can be changed. When the user adds a new action, a default name is set. To change it, just need to click on the name, write the custom name and press save flow button to save the changes.

Rename action, selected input

Overview section will show the summary using custom labels.

Overview with custom named actions

Exiting flow creation

If the user decides to leave the creation process, he/she just has to click the cancel button and a confirmation dialog will be shown to check if he really wants to leave the process.

Add flow, cancel process

Add flow, cancel process confirmation

Extra data

If the triggers generates extra data for the flow to be run, it will be notified to the user after saving the flow.

Add flow, extra data notification

Add flow, extra data