Introduction
Categories are a powerful way to group processes are present them to your users. Whenever a flow model (Process Map, Workflow, or SOP) is published a Category must be selected. Users will then be able to find and access the flow model from the assigned category from the Start, Todo, Flows, SOPs, Maps, Governance, and Reports.
Prerequisites
To create and manage Categories users must be assigned the role of Business Administrator, Flow Model Administrator, or an equivalent custom role.
Instructions
Adding a Category
To add a Category, navigate to Setup → Categories and click “Add Category” in the top-right corner
This will bring up a pop-up menu to enter the key details
Category Name — Usually by department (e.g. Finance) or service delivery (e.g. Procure to Pay)
Description (Optional)
Parent Category — By default, this will be the “Root” or top level, select a pre-existing Category to add this new Category as a Sub-category. Selecting a separate category will change the Parent Category. This can be adjusted at any time by editing any existing Category or Sub-category
Click “Save” to add the new category.
Adding Sub-Categories
Sub-categories are a great way to simplify your Category structure and keep your Flowingly environment tidy, rather than keeping all categories at the top level.
Add a Sub-Category under any existing Category or Sub-Category by clicking the “+” icon in the “Actions” column.
Within the pop-up menu, enter a name for the Sub-category and an optional description
Click “Save” and the Sub-category will now appear underneath the selected Parent Category.
Each Category or Sub-category with a triangle to the left of the name notes that a Sub-category is nested underneath. Click on these triangles to expand the Category structure
Deleting Categories
Should any Categories need to be removed, this can be done by clicking the rubbish bin icon in the Actions Column.
If the selected Category has any Process Maps, Workflows, or SOPs assigned to it then you will be prompted to select a new Category for them to be assigned to.
Once selected, type “delete in the text field for the delete button to appear and click “Delete Category” to finalise this.
Tips & Best Practices
There are 3 common approaches to structuring Categories within Flowingly:
Departmental - Processes are structured around individual departments or business functions, such as Finance, HR, IT or Operations. Each area owns and manages the processes relevant to its responsibilities.
Service Delivery - Processes are structured around the end-to-end services or outcomes delivered to customers or stakeholders, often spanning multiple departments. E.g. Procure to Pay – Purchase request → approval → procurement → goods/services received → invoice → payment.
Hybrid - Combines departmental and service delivery structures, allowing function-specific processes to sit within departments while cross-functional processes are organised around end-to-end services or outcomes.