Name

Definition

Guidelines

Example

Active Step

When viewing a ‘Flow’, the Active Step is the Step (or Steps) that is currently awaiting input from the Step Assignee.

An email notification will be received by the assignee with a link to requiring them to ‘Complete Step’.

Alternatively, steps assigned to you can be found in the ‘To Do’ Flowingly menu.

The number in the example shows how many tasks are to be completed.

An example of an email notification

Where your ‘To do’ Steps are found.

Categories

‘Flow Models’ are published as a classification type.

Categories enable users to quickly filter and search for Flow Models that are published to that user.

Categories for Workflows and Process Maps can be accessed from your ‘Start, To Do, Maps’ and ‘Flows’ button in your menu.

Note: If a Category needs creating or editing please contact your ‘Business Administrator’)

An example would be an Annual Leave Flow Model.

This can be seen below under the category HR.
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Connectors

Connectors are the arrowed lines that connect 'Elements' in 'Flow Models' and 'Process Maps'.

Hover your mouse over the preceding ‘Step’ you want to connect to the next ‘Step’.

When your mouse pointer shows a hand, simply click and drag your hand pointer to the connect the ‘Step’ elements.

See the Connector line connecting the ‘Step’ elements.

Completed Steps

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When viewing a ‘Flow’, the Completed Steps are shown in a chronological list, representing all the actions that have been performed within this Flow instance.

Open a ‘Flow’ from within your ‘To Do’ or ‘Flow’ menu options to see a list of Completed Steps for that Flow.

Pictured is a format example of completed Steps.

Noted is the user that completed the Step, when, and what actions or tasks were completed.
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Dynamic Actor

Is a ‘Step Assignee’ that allows you to choose who you want to complete a step.

You can choose a Dynamic actor as someone who initiates the flow, it could be the initiators manager, a previous actor or any team or user.

As a 'Modeller' click on a ‘Step’ to see the details and select your Dynamic Actor from the ‘Step Assignee’ options.

The ‘Select Dynamic Actors’ option allows you to choose multiple Dynamic Actors for step. These can be individuals, teams, or both

Dynamic Actor selection allows the user or team assigned to the step to be decided on during the run of the flow.

Below are the Dynamic Actor options available when assigning a 'Step'.

Name

Definition

Guidelines

Example

Elements

Elements are the basic shapes and symbols used to create 'Flow Models' and 'Process Maps'

The ‘Step’ element is used for your Flow Model form design using 'Field Types'.

Drag and drop Elements to create and design your ‘Flow Model’ or ‘Process Map’.

Use ‘Connectors’ to join your Elements together

Elements can include a 'Step', a 'Custom email', 'Decisions', 'Diverge' and 'Merge' Elements.
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Field Types

Field Types are used to build the Step form design of a 'Flow Model' and what the 'Step Assignee' will populate/action to complete the Step.
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When creating a 'Flow Model', consider the information you want to capture.

Select the Field Types that are most appropriate to your requirements.

You can choose populating of Field Types to be either a requirement or optional.

Examples of Field Type selections can include instructional, text, numerical, tables, look-up's option and drop-down lists, and more.

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Flow

An instance of a Workflow. It has 'Steps' users can complete, once all 'Steps' are complete the Flow itself is complete.

Flows can also be cancelled or withdrawn.

Flows a user can see are listed on the 'Start', To Do', Flows, and 'Map' pages.

These pages are accessed from the left-side menu.

Tip: You can also use filters in the To Do and Flow pages to refine your Flow search

You are going on leave and have started an Annual Leave Workflow.

The Flow process is now underway and will be completed when the last step in this Flow has been completed.

Flows

This menu page contains all the In-Progress, Completed and Rejected Flows.

Under the Started by me tab the currently signed in User can see all flows that they Started.

Under the All flows tab, users with administrative roles can view all In-progress, Completed and Rejected flows.

You will be notified by email of any Steps to action in a Flow.

You can search your Flows to see what's in progress, completed or rejected and see the history of who did what and when.

You want to check a completed Change Management Flow to see how fast it was actioned or where it is currently sitting at.

Go into the historical Change Management Flow to look at the audit trails to see where improvements can be made.

Flow Model

The Flow Model is the base object that Workflows and Process Maps are created from. A Modeler can choose to publish a Flow Model as a Process map, Workflow, Process map component or Workflow component.

Once published, Workflows can be started by any user the Flow Model has been published to. Process maps can be viewed (instead of started) by any user the Flow Model has been published to.

All Flow Models can be accessed from the Flowingly ‘Library’ page.

Where possible keep your Flow Model steps to a minimum to avoid clutter and a better user experience

Only emphasis necessary steps excluding unnecessary exceptions

Use logos, images, URL’s or videos

Continuous improvement should be top of mind. Engage your users for feedback to refine your processes and Flow Model.

Pictured is an example of what a Flow Model could look like, including ‘Elements’ such as 'Steps' and a 'Decision' path.
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Involved In

This term refers to a 'Users' access to a 'Flow' (irrespective of Role based permissions), in order for a 'User' to be able to see a 'Flow' they need to be Involved In the process in some capacity.

A 'User' can become Involved In a 'Flow' in many ways.

These include:

Being the Initiator of the Flow.

Being an Actor on an Active or Completed Step (either as an individual or as part of a Team).

Being mentioned in the Comments section of a Flow (either as an individual or as part of a Team).

An Annual Leave Flow Model has been published for the whole company that anyone can initiate.

As the Manager I am an Actor that can approve the leave balance for the Approval step.

HR can be included in the Comments section for any questions in reference to any actions for any of the Steps.

Name

Definition

Guidelines

Example

Library

As a Business or ‘Flow Model’ Administrator, this is where the list of ‘Flow Models’ and ‘Process Maps’ are created and maintained.

You can see details including when it was last updated, who it was created by, who it's published to, and status.

You select ‘Actions’ such as editing, cloning, deleting, and allow 'Flow Model Administrators' access to your created ‘Flow Models’ and ‘Process Maps’.

A Library of 'Flow Models' can get quite extensive, so ensure the details are kept up to date.

Updating details can be done by editing and saving a 'Flow Model' as a draft or published

Use the Library filters to refine your 'Flow Model' search.

Use the Library headers to ‘sort’ the order your 'Flow Models' are displayed.

Pictured is an example of a Library showing the Library headers against 'Flow Models'.
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Modeler

Someone who creates and edits 'Flow Models'. The user roles for this are 'Business Administrators' and 'Flow Model Administrators'.

The Modeller will know the processes that need to be developed, the ‘who’ needs to use the processes, and what stakeholders need to be involved.

Where possible keep your 'Flow Model' steps minimal.

Only emphasis necessary steps excluding unnecessary exceptions.

Use logos, images, URL’s or videos.

Improving process efficiencies should be top of mind. Engage your users for feedback to refine your 'Flow Model'

A Modeller will be a Subject Matter Expert or Manager in their team or Department.

For example, a CapEX Flow Model will be designed by a member of the Finance team such as a Financial Controller.
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Name

Definition

Guidelines

Example

Procedure

A lower level more detailed explanation of how process steps are performed - Instructions​

Start each procedure with a verb. It's a call to action that a task needs doing.

Use bullet points where possible and Be concise to hold the assignees attention and lessen room for confusion.

Process

A process is a series of high-level activities that are carried out to achieve a particular end – Steps​

In collaboration with any stakeholders:

Define what your process is to achieve.

Scope out the Steps needed and the tasks for these steps.

Decide who will be actioning these tasks and any timelines

Review your process and test it with your stakeholder before publishing it to the wider business

Process Map

Unlike a Workflow, Process Maps are not automated but static. Process Maps should be used as an instructional step process to be followed.

Instructions can be numbered or bullet pointed directing the user through the step and subsequent steps through to the Process Map completion.

Create instructions that are clear and concise.

Where possible, keep your 'Flow Model' steps to a minimum to avoid clutter and a better user experience.

Only emphasis necessary steps excluding unnecessary exceptions

Use logos, images, URL’s or videos.

Improving process efficiencies should be top of mind. Engage your users for feedback to refine your Flow Model.

An example of what a Process Map looks like including 'Elements' such as 'Steps' and a 'Decision' path.

The instructions are created within the 'Step' using the 'Instruction' field type.

Step

A 'Flow' is made up of one or more steps. A Step is a form with inputs that the assigned user or team member must fill in and submit.

The first Step of a 'Flow' can be a public or intranet form. Flows with this kind of first step can be started by accessing a link (rather than from the Flowingly ‘Start’ or ‘Library’ pages).

Name your Step starting with a verb. This tells an assignee an action is needed.

Use ‘Step Types’ in accordance with the action. Most ‘Step Types’ will be Tasks and only Tasks are used for Process Maps.

Use ‘Step Reminders' in ‘Workflow Models’ to add a time limit to send a step reminder email

Send email notification to ‘Notify Step Assignees’ a step needs action, and/or the ‘Notify Initiator' when a step is completed.

An Expense Request has been submitted to purchase office equipment. The first step is a Task that needs approval ASAP.

The equipment is fairly urgent, so the Approval step has a Step Reminder email set for 1 day to be sent to the Approver.

Once the Step has been completed, the Initiator of the Step will receive a notification once the approval has been completed.

Step Assignee

A Step Assignee is the ‘User’, ‘Team’ or a ‘Dynamic Actor’, that has been assigned to a step within a ‘Flow’, if the ‘Step' is active, then it is awaiting input from the Step Assignee.

Use a ‘Team’ or a ‘Dynamic Actor’ where possible.

Using a 'Team' allows more than one user to complete the step

‘Dynamic Actor’ selection allows the user or team assigned to the tstep to be decided on during the run of the flow.

The business is hiring a new employee that needs a placed advertisement.
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Though there is a primary person responsible for the advertisement, they are on leave.

Assigning it to the HR team means someone else can pick up this task and not lose time.

Step Types

Step Types are selected when a ‘Step’ is created. They can either be:

Task - an action to be completed

Approval (including Parallel and Sequential) - of an action before proceeding to the next step

Public Form - a Flow's first step can be started using a URL on the internet or intranet.

Use ‘Tasks' for a step that requires an action from the 'Step Assignee’.

Approvals can be singular or have multiple Approvers.

Parallel Approvers can approve in any order of the approval step before the next step can start.
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Sequential Approvals allows approval in a chosen order of approvers.

‘Public Form’ can be used at the first step. This allows the ‘Step’ to be started and completed using a Public URL or a business intranet.

In the 'Details', simply click the 'Step Type' dropdown to choose what 'Step Type you want.
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Name

Definition

Guidelines

Example

To Do

This page contains the list of Flows that have Active Steps waiting on the signed in User, or a Team that the signed in User is a part of

An assignee will be notified by email of a Flow Step action To Do

The Flow Step can be accessed from the Step link in the email or from the To Do menu in Flowingly.

Actions to complete can be seen indicated by the number next to To Do option in the menu.

Simply click in the To Do to access the Flow Step you need to complete.

In this example the actions To Do can be seen by the number of To Do’s in the menu item.

Selecting the Health & Safety has filtered the To Do list by Category.

Workflow

A dynamic type of published 'Flow Model'. Automated steps 'Flow' to ‘Step Assignee' users to complete 'Tasks' when a 'Flow' is started.

Workflows a user’s can start are listed on the Flowingly ‘Start’ page.

The dynamic functionality of Workflows offers a range of features and field types that improve process efficiencies, saving time, and providing an audit trail of completed steps.

Start simple to begin with and think about the ‘who’ for your audience.

Begin with the process and what you want to achieve.

Consider the 'Flow Model' build and the Step Form design such as field types and functionality such as decision and parallel step paths.

Use notifications and reminders where appropriate to increase efficiency.

Focus on the audience experience, reviewing and engaging users for continuous improvement.

A Leave Request workflow is required for users of the business.

The initiator requesting leave and all that have action tasks in the process need access. This will be the Manager and Payroll.

This will be a small Workflow requesting leave, checking available balance, approval, a confirmation email and a payroll update.

Fields such as a date fields and option fields for leave type are needed.

Team

A Team is used to group ‘Users’ together.

The Business Administrator role creates and edits a Team based on the grouping of individuals of the business.

Depending on the size of the business, these are typically .

Departments and teams within a Department.

Below is an example showing a listing of businesses teams with the number of users in each team.
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User

A User is any individual within the Flowingly system and a User can be part of a ‘Team’ or a ‘Dynamic Actor’.

Users will have an assigned role based on their use of Flow Models.

Most Users will be Workflow Users that have been assigned Step tasks to complete.

Users can also be Flow Model Administrators, Business Administrators and Report Administrators.

As a Business Administrator I have created a Finance team of Users.

I have assigned a Flow Model Administrator role to the Accounts Payable SME so they can create an Expense Request Flow Model.

Once published, Workflow users can start and submit Expense Requests using the Flow Model.