As your library of workflows and process maps grows, maintaining quality and consistency becomes critical. The Governance module in Flowingly helps your team enforce best practices and ensure compliance through two key features:
Key Features:
Publish Approvals – Ensure flow models go through an approval process before being published.
Processes Due for Review – Stay on top of flow models that require periodic review.
Publish Approvals
Publishing flow models without proper review can lead to inconsistencies, errors, or compliance risks. The Publish Approvals feature ensures that flow models are reviewed and approved before being made live.
Who Needs to Submit for Approval?
Users with the Flow Model Editor role
Users without Publish permission
Roles & Permissions Overview
Once the Governance module is enabled, the following roles can access it:
1. Flow Model Editor
Can create and edit flow models.
Cannot publish directly.
Must submit flow models for approval to a Category Publisher.
Can be assigned as a 'Category Editor' to collaborate on editing flow models within a specific category.
2. Category Publisher
Assigned per category or subcategory.
Responsible for reviewing and publishing submitted flow models in their assigned category.
3. Business Admin
Assigns category publishers and category editors as part of setting up the governance module.
Can view all active publish requests across the business.
Can review and publish flow models in any category.
Can monitor all models awaiting review.
4. Flow Model Admin
Can create and edit flow models
Can be selected and select owners for flow models
Can be selected as a Flow Model Category Publisher
Can publish directly Flow Models they created
Configuring Category Publishers and Editors
Business Administrators and users with the permission Governance > Flow Model Category > Edit can configure governance settings at the category level. This helps define:
Who can edit flow models in a category.
Who can approve and publish those flow models.
Go to Setup → Categories → Add/Edit Category → Navigate to Governance Tab
In this section, one can configure:
Category Publisher – The user responsible for reviewing and publishing flow models in a category.
Category Editors – Users/Teams allowed to collaboratively edit flow models within this category.
Who Can Be a Category Editor?
To assign someone as a Category Editor:
They must hold a role with the permission:
Governance > Flow Model Category Editor > CandidateFlow Model Editor role has this permission by default.
One can also add teams here. Any team member with the appropriate permission will gain edit access to flow models in the category.
Who Can Be a Category Publisher?
To assign someone as a Category Publisher:
They must hold a role with the permission:
Governance > Flow Model Category Publisher > CandidateFlow Model Admin and Business Admin roles include this permission by default.
Collaborating on Editing flow models
When creating or editing a flow model, set the Category in the Create/Edit Details pop-up.
This links the flow model to the specific category’s governance settings.
Once a category is assigned, all Category Editors for that category will have edit access to the flow model.
Editors can access and modify the flow model directly from the Library.
Only users configured as Category Editors (with appropriate permissions) will be able to collaborate on editing.
Submitting a Flow Model for Approval
When a Flow Model Editor submits a flow model for approval, they can include:
Notes to Category Publisher – Optional comments to assist the reviewer. These notes are permanently recorded in the modeler’s Feedback section.
Due Date (optional) – A target date for review and publishing.
Note: Selected category must have a Category Publisher assigned for the approval process to proceed.
Reviewing & Approving Requests
What happens after submission?
The assigned Category Publisher receives an email with request details.
Where to find approval requests?
Tab Name | Who Sees It? | Purpose |
My Publish Approvals | Category Publisher | Lists all approval requests assigned to the publisher |
Sent for Publish Approval | Flow Model Editor | Tracks all requests sent. If submitted by a category editor(collaborator), the request is visible to both the creator and the editor who sent it. |
All Publish Approvals | Business Admin | View of all active publish requests across the business |
Processes Due for Review | Process Owner, Flow Model Owners & Creator | Lists models due for review in the next 10 business days (configurable) |
Processes Due for Review | Business Admin | Lists all models awaiting review across the business |
Steps for Category Publisher:
Open the request via the Governance My Approvals tab.
The flow model opens in read-only mode – publishers can review but not edit, preserving the version's integrity.
Review any comments or feedback provided by the requester.
Use Compare Versions to assess changes between this version and the last published/submitted one.
If satisfied, proceed to Publish.
All publish settings are pre-filled based on the original request, but they can be edited if needed.
The Category Publisher can only publish to categories they are assigned to.
Once published, the requester receives an email notification confirming approval and publication.