This documentation refers to the new process editor of the platform. If you are using the current process editor, access Configure activities and flows. 

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Speaking of flows...

Flows are the mechanisms that define to which activity the request should go. They determine the path that the request will take as the stages or activities are completed.

Flows are represented by arrows that indicate the direction of movement, which can be either a one-way path – from the source activity to the destination activity – or a return – from the destination activity back to the source activity.

The types of flows available for use are detailed below.


Common flow

The common flow is the standard flow for moving the request between activities. It is the flow used most often, allowing the request to move from one activity to another without the possibility of returning to the previous activity.

The common flow is represented by an arrow that indicates the direction in which the request will move.



Automatic flow

The automatic flow moves the request automatically to the destination activity after reaching the deadline of the source activity, and it is not yet fulfilled; that is, the request has not yet moved to the next step.

A clock in the middle of the arrow pointing the direction to which the request will move represents the automatic flow.

For the automatic flow to work correctly, it is required that:

→ Since the automatic flow only moves the request after the deadline of the source activity has been reached, it is also necessary to configure a common flow in the source activity to allow conventional movement, that is, to allow the request to be moved before reaching the deadline for completion of the source activity.

→ While running an automatic flow, no authenticated user is performing the movement. Therefore, events that use the authenticated user through APIs must consider this fact to avoid inconsistencies in execution.


In a process of Opening a support ticket, the requester has a defined deadline to evaluate the proposed solution and respond positively or negatively, that is, to inform whether the solution met their needs or not. If they do not respond within this deadline, the ticket will be automatically closed. In this case, it is recommended to use an automatic flow between the Evaluate solution step – which is the responsibility of the requester – and the Close ticket step, which is the end of the process. This way, it prevents many pending tickets from remaining open due to lack of response from the requesters.


Return flow

The return flow allows the request to go back to the originating activity.

When the request is moved from the originating activity to the destination activity through a flow that allows return, upon completing the destination activity, it will be possible to return the request to the previous activity, that is, the originating one.

The person responsible for receiving the request will be the same person who previously completed the originating activity, that is, who moved it to the destination activity last.

The return flow is represented by an arrow starting from the destination activity and pointing to the originating activity.

Automatic flows can also be configured to allow return. In this case, its representation will also have a clock in the middle of the arrow, as follows: .

The return flow can only be used in the version of the process in which the request is located during the movement. Therefore, if the request is converted to another version of the process, in its first movement after the conversion, it cannot return to the previous activity, since there will be a movement that represents the conversion and, therefore, it will lose the possibility of immediate return.


In a vacation request process, when sending the request for the manager's approval, it may be that they request some adjustment to the start date or the number of days requested. In this case, it is recommended to use the return flow to allow the manager to return the request to the employee to adjust the data and send the request for approval again. This way, it avoids the manager having to reject the request and the employee having to open a new one with the requested adjustments.


Flow messages

Flows have predefined messages that are displayed at the moment of moving the request from the originating activity to the destination activity. However, these messages can be customized according to the process or stage.


In a technical support ticket opening process, the movement message from Start to Second stage can be defined as "Your ticket has been successfully opened!" instead of keeping the default message "Request 999 successfully initiated.".


Configure flow

01. In the process diagram, click on the Flow component you want to configure.

The available settings are displayed on the right side.

02. In the Flow type tab, define the general information of the flow.

Flow type
Type of flow that will be used between the two activities or stages of the process. The available options are:

  • Common flow: when selected, it determines that the flow will be common, meaning it is necessary to move the request from the source activity to the destination activity.

  • Automatic flow: when selected, it determines that the flow will be automatic, meaning the request will be automatically moved from the source activity to the destination activity when the deadline for completing the source activity expires.

    For the automatic flow to work correctly, it is necessary to create a schedule of the type Automatic flow in the Task scheduler.

Common flow title
Name for identifying the flow. This name is displayed above the flow in the process diagram.


In a Payment Request process, the flow between the Request payment stage and the Manager Approval stage could be called Send for approval.

Return flow
When activated, it determines that it is allowed to return the request from the destination activity to the source activity.

Return flow title
Name for identifying the return flow. This name is displayed below the flow in the process diagram.


In a Vacation Request process, the return flow between the Manager Approval stage and the Request vacation stage could be called Adjust dates.


03. Click on the Flow Message tab to customize the message displayed when the request goes through this flow.

The flow message is displayed upon completing the movement of the request from the source activity to the destination activity. These messages already exist by default; however, they can be customized if desired.

You can insert the request number anywhere in the message, whether in the title, description, or link text. To do this:

01. Insert the character @.

02. lick on request number.

03. Upon clicking, the request number will be replaced by [request:id].

→ When the message is displayed, instead of @[request:id], the actual request number will be shown.


Your vacation request has been sent for approval!

Your request number is 999. Click the link below to track its progress.

Track request.

Title
Title of the request movement message. The title can have up to 70 characters. If no title is entered, the default will be displayed.


When opening the request:
→ Request 999 successfully initiated.

When sending the request from one step to another:
→ Request 999 successfully moved.

Description
Message of the request movement. The message can have up to 255 characters. If no message is entered, the default will be displayed.


→ You can access the details, attachments, and add-ons of this request.

Request link text
Text that will be displayed in the link that allows access to the request. The text can have up to 70 characters. If no text is entered, the default will be displayed.


→ Access request #999.

04. Click on Save draft – located on the right side of the top bar – to save the settings made in the Flow component.

05. In the displayed message, click on Ok, I understand.


This documentation is valid from the Voyager update (2.0). If you are using a previous update, it may contain information different from what you see on your platform.



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