Flows : complete management software

Activities > Flows > Flow

Use this page to launch or edit existing Flows or to create a new custom Flow.

Flows are a series of steps that are used to guide the User through each phase of an internal process. Flows can transfer from one User to another as steps are completed, some steps can be automated and steps can be repeated if needed. For example, when approving a Budget, it may be sent to the Board and back to the Manager for editing multiple times if changes are required.

Create a New Flow

Step 1. Navigate to Activities > Flows > Flow.

Step 2. Select Add Flow from the Page Actions drop down menu.

Step 3. Complete the General Section of the new flow.

Flow Type- Select the correct Type from the drop down menu.

Firm- This will create a Firm level flow that can be launched across all Associations.

Association- This will create a flow specific to a selected Association.

Account- This will create a flow for use with specific Owner accounts.

Flow Responsible- Select the User name, or Profile from the drop down menu that will be responsible for initiating the Flow.
Title- Enter a Title for the Flow.
Description- Enter a description for the Flow.

Create Blocks

Each step of a flow is created within a Block and every block has a variety of options for that step. When you create a new Flow, the system will automatically generate a blank Flow with three Blocks; Start Block, Second Block and End Block, but you can add as many additional Blocks as needed.

Step 4. Click on the Start Block.

Step 5. Complete the details for the Block.

Block Settings Section

Title- Enter a Title for the Block.
Description- Enter a description for the Block. If there are instructions to follow for this step, put those instructions in the Description.
Type- Select the correct Type from the drop down window.

NOTE- Depending on the Type selected, additional options may appear.

User Action- Select if this step requires steps to be taken by the User before moving to the next step.
System Action- Select if this step is generated by the system.
System Decision- Select if this step requires the system to validate requirements before proceeding to the next step.
Parallel Block- Select if this step will take place at the same time as another step, rather than following or preceding the step. For Example- One User needs to review and approve information, while another User needs to generate a report to accompany the final product.
End Block- Select if this is a final step for the Flow. Flows can have more than one End Block depending on Positive or Negative responses.

All must answer- Check this Box if all must respond before proceeding to the next step.

Positive or Negative Response

Use this section to add details for positive or negative responses.

Next Block- Select the next Block based on a positive or negative response. For example; if monthly financials are not approved (negative decision) they are returned to the Accountant for edits, if they are approved (positive decision) they are published on the portal.

Condition- Select the number of Users who must respond Positively or Negatively to proceed to the next step.

Button Text- Enter the Text to appear on the button to use in responding.

Require Comment- Check if a comment is required. In the above example, a Negative response might require comment with the items that need to be edited.

Auto Finish

Select Recipients

Use this section to select all recipients for the Block. Recipients can be selected by their Role, or selected by User Name or Profile. All recipients selected will be notified of the next step and asked to respond.

Step 6. Continue to add Blocks and rearrange them as needed.

Click the Add Block Hyperlink to create a new Block.

Click and hold the Three Bar icon to move the Block to a different position.

Step 7. Review the complete Flow for accuracy. The green arrow on the left indicates the next Block for a Positive response, while the red arrow on the right indicates a Negative response.