Building a New Flow

Building a New Flow

Getting Started

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

The image below shows the Flow canvas with a completed map of a purchase order process.

On the canvas, you will name your Flow (item 1). This name will also display on the button for the end user on the dashboard, so it’s best to be concise. See Best Practices for more recommendations.

To create the Flow, drag and drop elements from the left side panel (item 2) onto the canvas.

  • The Start element (item 3), represented by a circle, is static. It automatically appears on the canvas when creating a new Flow and provides a starting point for you to map your process. There is no action or configuration required for the Start element.

  • Tasks are represented as a rectangle (item 4). A Task is tied to a specific TrackVia resource, such as a form or a view. When configuring a task, select whether the user will create a new record, edit an existing record, or open a view (constructing variables to search a view).

  • Decisions are represented by a diamond (item 5). A Decision allows admins to configure the logic needed to guide an end user to the appropriate next step.

  • The End element (item 6) tells the Flow it is finished and directs the end user back to the dashboard where they started the Flow.

Editing Elements

The first time you drag an element onto the canvas, the Edit Panel appears on the right side of the screen (item 1 below). Collapse or expand the Edit Panel using the > or < arrows attached to the panel (item 2). To read more about the options for editing each type of element, see the articles on Tasks and Decisions.

 When an element is selected, a mini-toolbar bar will display beside it. The pencil icon toggles the Edit panel, the connector icon (the connector arrow) links or un-links elements, and the trash icon deletes the element.

Linking Elements

To link elements in your workflow, click one element and then select the connector icon. Once selected, drag the connector over to the second element and establish a connection. Once established, the connector icon will turn into the un-link icon which lets you 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.  

Moving the Flow Builder Canvas

Click anywhere outside the elements to turn your cursor into a hand. The hand signifies you can click and drag the entire process model to reposition it on the Flow canvas. Zoom in or out using the buttons in the lower right corner of the canvas or click reset to center the flow.

Saving a Flow

When you have finished building the flow, drag the End element onto the canvas. Click the previous step and use the connector icon to link the final step to the End element. Last, click Save Flow. See Potential Errors when Saving a Flow for more information.

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