Meet Flowingly’s New AI Workflow Builder

by Sarah | May 25, 2026 | Release Notes, Workflows

Meet Flowingly’s New AI Workflow Builder

There are a lot of processes that live in:

someone’s head
an old spreadsheet
a half-finished document
or “just follow how Steve does it”

Getting those into Flowingly used to take a bit of setup.

Now AI can give you a proper head start.

What’s new

We’ve introduced our new AI Workflow Builder.

Instead of manually building every step, you can describe how the process works – and Flowingly will draft the workflow for you and give you a solid starting point you can actually work from.

Why it matters

Most processes don’t make it into systems because the setup feels like a job in itself.

You sit down to build it properly…
Then realise you need to:

structure it
name everything
figure out the right order
decide what matters and what doesn’t

So you put it off.

And the process stays where it started – in your head, or scattered across a few tools.

How it helps

Gets your process out of your head and into Flowingly quickly
Gives you a rough version to build off (way easier than starting from zero)
Builds out steps, decision paths, and form fields for you
Means you can start using the workflow sooner – and improve it over time

How to get started

From the Library, click Create New Flow Model and select Workflow with AI. From there, you’ve got a few ways to generate your workflow:

Start with a written prompt
Upload existing documentation for the AI to work from
Or use a mix of both!

How to get the best results

You don’t need to write the “perfect” prompt. Just explain it like you would to a new employee.

Clear. Simple. Nothing assumed.

A few things that help:

Start with the trigger
“This kicks off when a request comes in via email…”

Mention who’s involved
“First finance reviews it, then it goes to the manager…”

Call out decisions and the different paths
“If it’s over $5k, it needs approval. If not, it goes straight through…”

Add as much detail as you can
The more context the AI has, the better the draft tends to be.

Use existing documents or process knowledge

You can also upload existing process documentation to help generate the workflow.

This helps Flowingly stay closer to the process you already have – instead of starting completely from scratch.

Supported file types:

- CSV
- Images (GIF, HEIC, JPG, JPEG, PNG, WEBP)
- Text files (MD, TXT)

If you upload files, the information in the details tab still helps guide the AI toward a better result.

What the output looks like

Flowingly will take a few seconds to generate the workflow draft.

Once it’s ready, you’ll have:

Steps and approvals
Decision paths
Basic form fields and dropdowns
Instructions added to each step for review and refinement

The goal isn’t perfection on the first pass.

It’s getting you 80% of the way there without having to build the whole thing manually.

A quick note on what it does and doesn’t do

This is about getting a workflow structure in place quickly.

It will:

Create steps and approvals
Add basic form fields and dropdowns
Set up decision paths

It won’t currently:

Generate custom emails
Create public forms

Get building!

If you’ve been meaning to “get that process into Flowingly” for a while… this makes it a lot less of a mission.

We’re currently rolling this feature out globally. If you’d prefer to opt out, just get in touch with your Customer Success Manager or email customersuccess@flowingly.net.

Turn Documents Into Process Maps With AI

by Sarah | Mar 5, 2026 | Process Maps, Release Notes

Turn Documents Into Process Maps With AI

You know what’s painful?

Recreating a process that already exists.

It’s in a spreadsheet.
It’s in a policy doc.
It’s a photo of a whiteboard from a planning session.

And somehow… you’re still starting from a blank canvas.

Not anymore.

What’s new

With V2 of our AI Map Builder, you can now upload an existing file – text, csv or image and Flowingly will generate a process map from it.

Policy document? Upload it.
New legislation? Upload it.
Photo of your workshop whiteboard? Upload it.
Meeting transcript? Upload it.

Flowingly turns it into a structured process map you can refine, govern, and run.

You’re not just creating a diagram.
You’re creating something executable.

Why it matters

Most teams don’t lack process knowledge.

They lack a usable version of it.

Important information lives in static documents and scattered files. And turning that into a clear, structured workflow takes time – which is exactly what busy teams don’t have.

This new update closes that gap.

It helps you move from “we’ve written it down somewhere” to “this is how work actually flows.”

How it helps

Turn spreadsheets, policy docs, whiteboard photos, and meeting transcripts into processes
Reduce the risk of important knowledge sitting in static files – or walking out the door
Create processes that are visible, owned, and ready to run – not just written down

How to get started

When creating a process map with AI, you’ll now see a field where you can upload a document.

Upload a text file, Excel csv or an image and Flowingly will generate a structured process map from it.

Review it, refine it, and turn what was once a static file into a clear, usable process.

While this feature is being enabled globally, if you wish to opt out, please get in touch with your customer success manager or contact us at customersuccess@flowingly.net.

Your Software Renewal Is Coming. Now What?

by Sarah | Mar 3, 2026 | Process Improvement, Process Maps

Your Software Renewal Is Coming. Now What?

Renewal is when you decide what process is for
What switching actually looks like
The concerns no one says out loud
What should you be looking for in a process platform?
From passive process to active process
Capture: SOPs that write themselves
Map: Stop starting from a blank canvas
Automate: Because mapping isn’t always improvement
Improve: With visibility, not guesswork
The real renewal question

There’s a particular email that arrives like clockwork every year – and still manages to catch you off guard.

“Your subscription is due for renewal.”

It’s just a reminder. But it also carries weight.

Because it quietly prompts the questions most teams are too busy to ask the rest of the year.

Are we actually getting value from this?

For most teams, mapping software started with good intentions.

Let’s document how we work.
Let’s make processes visible.
Let’s reduce confusion.
Let’s fix what’s clearly not working.

And that matters.

But renewal time has a way of sharpening the conversation.

We’ve documented a lot. But have we improved much?

Are we just drawing process maps? Or are we genuinely making work easier?

Renewal is when you decide what process is for

Most teams don’t take switching tools lightly. You’ve invested time building process libraries. You’ve trained teams. You’ve embedded language and structure.

So this isn’t about chasing something new. It’s about deciding what your process platform is supposed to do.

Is it there to document? Or to drive change?

If your current tool helps you draw process maps but leaves automation, forms, and approvals living elsewhere, you’re not alone.

And that’s exactly where Flowingly starts to feel different. Because it isn’t just a mapping tool.

It’s a unified process platform built around four stages: Capture. Map. Automate. Improve.

And with AI reshaping how teams create, interpret, and improve processes, choosing a platform that works for newer ways of working has never been more important.

What switching actually looks like

The practical question at renewal time is always the same. “How disruptive will this be?” And right behind that: “How long is this actually going to take?” The reality is usually far calmer – and faster – than teams expect. Most council migrations are completed in roughly 2–4 weeks, depending on complexity and volume. Migration is structured and staged. Existing process files can be imported. Teams typically prioritise high-value or high-risk processes first, rather than attempting a full rebuild overnight. Many start with a pilot team. They migrate key processes. They modernise legacy documentation. They automate one or two meaningful workflows early. Momentum builds from there. Because the platform is intuitive, business teams – not just specialists begin building and refining processes themselves. That’s when engagement changes. Process stops feeling like compliance overhead. It starts feeling like progress.

The concerns no one says out loud

Let’s talk about the real hesitation. Switching from a tried-and-true platform can feel risky. Even if it’s limited. Even if engagement is low. Even if automation is sitting somewhere else. There’s comfort in staying put. What if the new platform doesn’t gain traction? What if importing 1,000 processes becomes a nightmare? What if internal champions don’t step forward? What if teams resist learning something new? These are fair concerns.

“Better the devil you know.”

Established platforms feel safe because they’ve been around.

But safety isn’t just about age. It’s about momentum.

Today, over 40% of New Zealand councils are using Flowingly.

That’s not experimental. That’s established.

And it means you’re not betting on something unproven- you’re joining a growing community of councils solving the same challenges you are.

“What about our 1,000 existing processes?”

No one wants to rebuild years of work.

The good news is you don’t have to.

Existing process files can be imported and staged. Teams typically prioritise high-value or high-risk processes first, rather than attempting a full migration overnight.

And with the AI Map Builder, legacy documentation – policies, spreadsheets, written procedures can be transformed into structured maps quickly.

Migration becomes a structured program, not a manual rebuild exercise.

“Will people actually use it?”

Adoption is rarely a technology issue. It’s a usability issue.

When creating an SOP takes minutes instead of an hour, people use it. When building a process doesn’t require specialist training, people try it. When automation removes admin instead of adding compliance overhead, people support it.

Successful teams don’t rely on one heroic champion. They start small. They automate one meaningful workflow. They demonstrate a win. Momentum grows from there.

“What if learning a new tool slows us down?”

The irony is that staying with a limited tool often slows teams down more.

Flowingly is designed for business users, not just technical specialists. Mapping is visual. SOP capture is automated. Workflows are built with drag-and-drop logic.

The learning curve is usually shorter than expected – especially because teams see practical value quickly.

What should you be looking for in a process platform?

Before diving into features, it’s worth stepping back. If you’re reviewing mapping software at renewal time, the real question isn’t just “What can this tool do?” It’s “What should our next platform enable?” At a minimum, a modern process platform should help you: Move beyond static diagrams and into real-world execution. Capture knowledge without creating more admin. Generate structure from the documentation you already have. Automate approvals and manual handoffs. Provide visibility so improvement isn’t guesswork. It should reduce fragmentation – not add another system to the stack. It should be usable by business teams – not just process specialists. And it should be built for governance, auditability, and long-term resilience – because modern teams don’t have the luxury of rebuilding systems every few years. If a platform can’t take you from documentation to automation to improvement in one connected journey, you’ll always be stitching together tools. That’s where Flowingly’s Capture, Map, Automate, and Improve come in.

From passive process to active process

For the last 30 years, process tooling has been passive.

We workshop.
We sticky-note.
We document.
We publish.

And then it sits there. Static.

But that model is starting to flip. Process is becoming active.

Instead of just storing documentation, modern platforms use AI to:

Observe how work actually happens.
Capture processes automatically.
Suggest structure.
Generate maps.
Improve clarity.

Not in theory. Now.

Instead of humans doing all the heavy lifting to keep documentation alive, the system participates.

It watches.
It captures.
It helps standardise.
It keeps processes aligned as reality changes.

That’s the shift.

And it’s why choosing a platform that can evolve with the pace of change isn’t optional anymore.

It’s essential.

Capture: SOPs that write themselves

Let’s start with one of the most painful parts of process work. Writing SOPs. The usual routine is familiar. Open Word. Take screenshots. Paste. Format. Save somewhere. Forget to update it later. It’s slow. It’s inconsistent. And it quietly guarantees that documentation will always lag behind reality. Flowingly’s AI SOP Recorder flips that on its head. Instead of writing a procedure, your team simply performs the task once.

The recorder captures every step, generates structured instructions, inserts screenshots, and formats everything into a standardised SOP automatically. It stores it centrally. It assigns ownership. It sets review cycles.

What used to take an hour can take minutes. And with AI-enhanced SOPs, the capture experience stays the same – but the detail gets smarter.

Titles are clearer. Step descriptions are refined. Structure is improved automatically.

Your team doesn’t have to write better documentation. The system helps them produce it.

These aren’t static files sitting in a folder. They’re governed, searchable SOPs that connect directly into your maps and workflows.

Map: Stop starting from a blank canvas

Traditional mapping tools hand you shapes and say, “Good luck.” Flowingly still gives you powerful drag and drop visual mapping – decision points, parallel pathways, real-world complexity but it also introduces the AI Map Builder. Instead of rebuilding processes manually, you can generate draft maps from the information you already have. Upload a policy document. Drop in a spreadsheet. Paste a written procedure. Even upload a photo of a whiteboard session. The AI interprets the content and creates a structured process map you can refine. It means legacy documentation doesn’t go to waste. And it means mapping becomes something more teams can participate in – not just the process specialists. You’re not drawing diagrams from memory. You’re building from reality. And because Flowingly supports decision points, parallel pathways, and real-world complexity, your maps reflect how work actually runs.

Automate: Because mapping isn’t always improvement

Here’s the uncomfortable truth. A process map does not reduce admin. If approvals still happen in Outlook and forms still move through inboxes, you’ve documented the way you work – but you haven’t changed it. Flowingly turns static maps into automated workflows. You can layer in automated task assignment, public forms, conditional routing, parallel approvals, and built-in audit trails. Now the process doesn’t just describe how work should happen. It runs that way. That’s the difference between documentation and transformation.

Improve: With visibility, not guesswork

Once processes are captured, mapped, and automated, something new becomes possible. Visibility. You can see where approvals stall. You can see where forms get rejected. You can see which steps add time but not value. Continuous improvement stops being a quarterly workshop exercise and becomes part of day-to-day operations. And because everything lives in one platform – SOPs, maps, workflows – you’re not stitching together evidence across multiple tools during audit season. It’s already there.

The real renewal question

Renewal isn’t about software. It’s about ambition.

Do you want a tool that stores process diagrams? Or a platform that helps you capture knowledge instantly, generate maps from what you already have, automate real work, and improve continuously with visibility?

Modern teams don’t need more paperwork. They need fewer bottlenecks. Clearer accountability. Systems that actually reduce admin.

If your mapping software renewal is approaching, this is the moment to decide what the next three years should look like.

Documented. Or improved.

Introducing AI Enhanced SOPs – Same Capture, Smarter Detail

by Sarah | Feb 9, 2026 | Release Notes, SOPs

Introducing AI Enhanced SOPs – Same Capture, Smarter Detail

We made SOP capture easy. Now we’re making the detail part easier too.

Capturing an SOP in Flowingly is quick. Click, record, done.

But then comes the slower part.
Writing clear step descriptions. Adding context. Making it easy for someone else to follow.

That’s the bit we’ve just made easier.

What’s new

You can now enhance SOP descriptions with AI in Flowingly.

Once you’ve captured your SOP, Flowingly can analyse your steps and screenshots and help generate:

Clear, action-focused step titles
More detailed, easy-to-read descriptions
A structured table of contents to guide readers

Your steps stay the same. AI just gives you a head start in describing them.

Why it matters

Most teams already know how a procedure works – capturing it isn’t the hard part anymore.

The hard part is:

Explaining each step clearly
Adding enough detail without overdoing it
Making SOPs usable for someone who’s never done the task before

Until now, all of that detail was manual.

AI-enhanced SOPs give you a stronger starting point, so you’re refining and improving – not typing everything line by line.

How it helps

Turns captured steps into clearer, more helpful descriptions
Adds structure so SOPs are easier to scan and follow
Reduces time spent on repetitive text entry
Helps teams focus on accuracy and clarity, not wording

How to get started

For a full overview of how to use AI Enhanced SOPs you can check out our knowledge base article here.

When you click Record SOP, you’ll now see two options:

Begin recording – capture your SOP the usual way
Begin recording with AI – capture your SOP and let AI help enhance the detail

If you choose Begin recording with AI, nothing changes about how you capture the procedure.

You still click through the steps as normal.

Once you’re done, AI steps in to help describe what you captured – creating clearer titles, richer descriptions, and a clearer table of contents. Ready for you to review and tweak.

Simple choice. Same capture. Smarter detail.

AI Enhanced SOPs are now available across the entire Flowingly platform for all customers so feel free to jump in and have a play!

While this feature has been enabled globally, if you wish to opt out please get in touch with your customer success manager or contact us at customersuccess@flowingly.net.

Meet Flowingly’s AI Map Builder – giving teams a process mapping headstart

by Sarah | Feb 9, 2026 | Process Maps, Release Notes

Meet Flowingly’s AI Map Builder – giving teams a process mapping headstart

You know that moment when you’re ready to map a process… and the blank screen just stares back?

“Where does this actually begin? Who does what? Are we sure this is the right order?”

It’s a surprisingly common (and exhausting) part of process work.
And it slows everyone down before the real improvements can even start.

So we built something to take that pressure off – a way to turn your process idea into a solid first draft without the mental gymnastics. A draft you can open, react to, and refine immediately.

What’s new

You can now generate a complete draft process map in one click.

When creating a process map, you’ll now see a new button to generate with AI. All you need to do is just hit that button, fill in the details (specifically the process name and description) and watch the AI map builder come to life.

Add as much detail around how you want the process to look and run to the description.

The better your description, the better the output!

Why it matters

Starting a process map can often be the hardest part.
Not because the process is impossible – but because getting it out of people’s heads and onto the page in a way that looks and feels right takes time.

The AI Process Map Creator gives you a starting point that reflects your process, not a generic template. You stay in control, but you don’t have to start from scratch.

Everything runs inside your secure Microsoft Azure environment, with strict SOC compliance, anonymised training data, and full tenant isolation.

How it helps

Turns your process details into a usable first draft
Creates steps and structure based on the details
Adds helpful instruction text to guide steps
Saves the draft automatically
Opens straight in the modeler so you can refine immediately

How to get started

For a full overview of how to use the AI Process Map Builder you can check out our knowledge base article here.

In your library, select Create Flow Model → Process Map → Generate Draft with AI. Add your details, and let the AI Process Map Creator take care of the first draft.

The AI Map Creator is now available across the entire Flowingly platform for all customers so feel free to jump in and have a play!

While this feature has been enabled globally, if you wish to opt out please get in touch with your customer success manager or contact us at customersuccess@flowingly.net.

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