Flows Overview and Navigation


The Flows feature lets administrators streamline workflow processes and everyday tasks for their end users. If you have a specific order of operations that an end user should follow, Flows will be your best friend. 

Not only will Flows streamline and automate the experience for end users, it will visualize processes in an easy to understand format. The drag and drop functionality lets admins diagram, build, and roll out each process quickly and efficiently. A few popular use cases for flows are:

  • Relabeling the "Save" button on a form
  • Automatically navigate users to a child record after creating a parent record
  • Automatically navigate users to unrelated tables

Please make sure that you have completed the below steps before creating a flow:

  1. Determine your process. This process is going to serve as the outline for creating the Flow.
  2. Create all custom views and forms that you wish to use in your flow.
  3. Create roles and assign users to the appropriate role. Flows inherit the permissions of an end user’s role. 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. 


To create a new Flow, select "Add New Flow  +" from the Flows drop-down in the Admin navigation menu.  


This canvas is where you will map out the workflow process. Click anywhere outside the elements to turn your cursor into a hand that will grab the entire process model and let you move it around. Zoom in or out using the buttons in the lower right corner of the canvas or click reset to center the flow.

Within the canvas, you can drag and drop elements to create a Flow.
  • The Start element, represented by a circle, is static. It provides a starting point for building a Flow and automatically appears on the canvas when creating a new Flow.
  • Tasks are represented as a rectangle. A Task is tied to a specific TrackVia resource, such as a form or a view. Here, you select whether the end user will create a new record, open a view, and configure variables to search a view or edit an existing record.
  • Decisions are represented by a diamond. A Decision allows admins to configure the logic needed to guide an end user through a process.
  • The End element tells the Flow when it is finished and will direct the end user back to the dashboard where they started the Flow.
The first time you drag an element onto the canvas, the Edit Panel appears on the right side of the screen. The Edit Panel differs depending on the selected element.  Collapse or expand the Edit Panel using the > or < arrows attached to the panel.

When an element is highlighted, a mini-task bar will display beside it. The pencil icon will toggle the Edit Panel, the connector icon will link or un-link elements, and the trash icon will delete the element.

Elements can be connected by clicking on and highlighting the previous step, then selecting the connector icon. Once selected, drag the connector over to the second element and click to establish a connection. Once established, the icon will turn into the un-link icon, which you can use to disconnect the elements. To change the orientation of the line, click anywhere on the line (you will see a blue circle indicating the drag point) and drag it to the new position.  

When you have finished building the flow, drag the End element onto the canvas, and use the previous step to connect it. Lastly, click Save Flow.  

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