Flows Overview


What is a Flow?

A Flow in TrackVia walks end users through a specific order of operations depending on your business rules. A Flow can have branching scenarios that route users to the appropriate form or task based on user input, or loop users through a series of tasks.

For an admin, a Flow looks like a business process map. The screenshot below shows the Flow canvas, where an admin can build the Flow.

For an end user, a Flow looks like a button on the dashboard, such as the Add a New Asset button on the screenshot below. When the end user clicks the button, the user goes through a series of tasks using forms and views.

Watch this quick video for an example of an end user using a Flow in the web app to create a Purchase Order (PO) and add line items.

Watch the videos below for examples of a user accessing a Flow in the web app and on a mobile device.

Create a Purchase Order (PO) and add line items from the web app. Create a Purchase Order (PO) and add line items from a mobile app.

When would I use a Flow?

If you want the “Save” button on a form to say “Next”, or to change from “Add More” to “Complete and Submit” based on a user’s entry on a form, then you need a Flow. A few popular use cases for flows are:

  • Relabel the "Save" button on a form
  • Take users to a child record after creating a parent record
  • Navigate users to unrelated tables
  • Redirect users to the dashboard after clicking Save on a form

For more examples of when to use a Flow, see Best Practices.

What do I need to create a Flow?

Before creating a Flow in TrackVia, it’s important to do the following:

  • Map out your process, including decision points and possible branching. This process is going to serve as the outline for creating the Flow.
  • Create all custom views and forms that support your process map, and that will be used in your Flow. Every step in Flows will ask you to identify a form or a view, so it is much easier if these exist before you start building a Flow.
  • Create roles and assign users to the appropriate role. The user’s role must have permission to access all the views and forms needed for this Flow. For example, if you create a Flow where a user will need to create a new record, or edit an existing one, the user's role must have permission to create or edit a record in that table.
How do I build a Flow?

The Flow builder allows admins to use drag and drop functionality to diagram, build, and roll out a workflow process quickly and efficiently. See Building a New Flow for more information.

How do end users access a Flow?

End users access a Flow by clicking a button on the dashboard (example screenshots below). The label on the button will be the title of the Flow. We recommend using concise titles that start with a verb and describe the action or process, such as:

  • Complete a Work Order
  • Add a New Asset
  • Assign a Task
  • Complete an Inspection

As the screenshots above indicate, a dashboard can have multiple Flows. Admins can configure the button size and position on the dashboard designer.

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