Flowingly Product Update – April 2023

Flowingly Product Update – April 2023

Flowingly Product Update – April 2023

NEW – Confidential Workflows

We’re excited to announce the release of a much-anticipated new feature called confidential workflows!  

We understand that the privacy and security of the data and IP being communicated within your flows is crucial, so we’ve designed this feature to give departments more control over the privacy of the information in their processes. 

When a Flow Model is flagged as confidential the data contained within can only be accessed by the workflow creator and those involved in the workflow. This means that you can rest assured that your confidential information will remain secure and private.

This will be especially helpful for HR or legal workflows which can often include personal information or sensitive data. 

    Confidential Workflow Use Cases

    HR Investigations

    HR teams may need to investigate sensitive issues such as harassment, discrimination, or employee misconduct. A confidential process workflow can ensure that only relevant parties are involved, and the details of the investigation are kept private. 

    Case Management

    Law firms may need to manage sensitive legal cases involving confidential client information. A confidential process workflow can ensure that only authorized personnel have access to the case files. 

    Background Checks

    HR teams may need to conduct background checks on potential employees, which involves sensitive information such as criminal records and credit history. A confidential process workflow can ensure this sensitive information isn’t shared. 

    Contract Management

    Law companies may need to manage contracts containing confidential information, such as non-disclosure agreements or employment contracts. 

    NEW – Formulas in Tables

    We’ve also added table formulas to the product. Formulas have been a common request from customers as they will often use tables to select products, similar to an e-commerce-type experience.  

    They have added a new field type within the Table component of the Form Designer called Formula. This feature allows users to apply calculations between columns within the same table. 

    With table formulas, users can save time and reduce errors by automating calculations that would otherwise have to be done manually. This feature is especially useful for businesses that need to quickly generate quotes, invoices, or other types of documents based on data in their tables. 

      Formulas in Tables Use Cases

      Sales quotes

      Sales teams can use table formulas to calculate the total cost of a customer’s order. The formula field can automatically multiply the quantity and price columns to generate the total cost, saving them time and reducing the risk of errors. 


      A finance team can use table formulas to create a budget for a project or department. The formula field can add up the expenses and subtract them from the available budget to determine how much money is left over. 

      Time tracking

      An HR manager can use table formulas to track employee hours and calculate pay. The formula field can multiply the number of hours worked by the employee’s hourly rate to generate their total pay for the week or month. 

      Quality control

      A manufacturing plant can use table formulas to monitor product quality. The formula field can calculate the percentage of defective products based on the total number of items produced, allowing the plant to identify and address issues in real-time. 

      Overview – 2022 R1

      Overview – 2022 R1

      Overview – 2022 R1

      We’ve levelled up our public forms.

      For our first release of 2022 we wanted to focus on improving the public form experience for form builders and users. 

      Since a good form can be the backbone of a workflow, making sure our public forms are as user friendly as possible was a definite focus to kick start the new year. 

      Big thanks to the teams at Upper Hutt City Council, Smart Environmental, SIT, Glenelg Shire Council for working closely with us on these features! 

      NEW – Create custom subject lines for public form submissions

      You asked, we answered. 

      Previously when a public form was submitted the subject line would be ‘public form submission’. Not ideal when it comes to differentiating submissions. 

      Now you can pull data from the form submission itself into the subject line as variables. 

      This could be things like a name, an address or even the form submitters favourite dog breed – the possibilities are endless. 

      This will save you time, helping you find the exact submission you were after at a glance. 

      NEW – Upload files to public forms

      We’ve also added the ability to upload files on public forms.  

      Now members of the public or non-Flowingly users can submit forms with an uploaded file.  

      This might look like photos of hazard submitted on a health and safety report form or a copy of the invoice on a rates rebate. 

      The icing on the cake? All the attached files will be visible and downloadable from the completed step tab of the Flowingly runner.  

      This will give you a full audit and access to all the files you might need – no more searching through email threads or endless folder structures. 

      NEW – Attach documents to public forms

      Since we’ve added the ability for your public form submitters to give you more info from the forms, we thought it only fair we allow form builders the same benefit. 

      That’s why we’ve added the ability to attach documents to public forms.   

      If you’ve ever built a public-facing form and thought ‘I wish I could upload a file to give a bit more context to the form’ now you can. 

      Flow builders can now supply files to improve user experiences when submitting forms.  

      This could be things like attaching a PDF of your company values on a customer complaint or your COVID-19 policy on a site visitor form. 

      Overview – 2021 R5

      Overview – 2021 R5

      Overview – 2021 R5

      Just when we thought our developers were done for the year, they pulled a last release out of the bag.

      And it’s a good one.

      We wanted to focus on user experience features for this release, getting stuck into some of our most highly requested features.

      Also, big shoutout to our awesome customers for helping us continuously improve the product with their feedback. 🤙

      NEW – Pull variables into email subject lines

      Nobody likes receiving emails. Receiving a bunch of emails with the same subject line? Even worse.

      That’s why we’ve added the ability to pull values from previous steps into customisable subject lines.

      Want to include the customer or employee name? Done. How about their address? Done.

      You can now include almost every step field in the email subject line, including values from short text, dropdown list, option list, currency, email, number, date, date time and lookup fields.

      NEW – Start flows from your library

      Have you ever been in the library page of your Flowingly account and thought “wow, I’d love to be able to start a flow from here?”

      Well, now you can.

      Alongside the classic permissions, edit, clone and delete icons you’ll now find the start icon in your library under Actions.

      NEW – Drag and drop file uploads

      Yes, you read that right. We’ve brought in the ability to drag and drop files in both the file upload and attach document step fields.

      While it may not seem like the most ground-breaking feature we’ve implemented, it’s a feature that has been highly requested and one that will hugely impact your day-to-day experience in Flowingly.

      Now when you need to attach a file you can drag it from anywhere on your computer. Your desktop, your downloads, anywhere really.

      With drag and drop, uploads have never been faster, or easier.

      NEW – Approval notifications

      Ever wanted to receive a specific email notification when an approval has been assigned to you?

      Currently, when a step is assigned to you, you’ll receive the same notification for steps and approvals.

      We’ve updated approvals to have specific notifications for approval steps.

      Making it easier for your people to identify what is required of them. More working, less searching.

      To see how you could cut admin and waste out of your processes, get a trial today!

      Overview – 2021 R4

      Overview – 2021 R4

      Overview – 2021 R4

      The Only-Relevant-Stuff release

      For every 200 work emails you receive in the day, 144 of them are irrelevant 🤯

      Given that we spend 2.5 hours on average on emails every day, that’s a whole lot of time being wasted on things that we shouldn’t be bothering with.

      So, we thought for our 4th release of 2021 we’d focus on this. Cutting out the noise. The distractions. The pollution.

      Note – this works with Slack too. 😀

      NEW – Enhanced Instruction fields (or Variables as the techies say)

      Flowingly has always had instruction fields. From the outset this field was designed to inform your employees of the action they need to take.

      But we felt like it was missing something. It was very general. Not specific to that instance of the workflow.

      We found that that people were regularly spending time scrolling through the history of the workflow to find specific pieces of information.

      No longer.

      Introducing Variables.

      Variables within the Instruction field now allow you to pull information from previous fields into that Instruction. Now that field not only informs you what you need to do, but it gives you all the information you require to do it!

      This saves time looking for previously submitted information, giving you everything you need to know, and ONLY that.

      No more time distracted by information that has no relevance to you.

      Our users are sure to get creative with this feature, but for now here are a few specific ways you can make the most of this new feature.

      NEW – Optional Notifications

      We’d always assumed that our users wanted to be notified when a Step is assigned to them.

      It turns out this is not always the case.

      In a world full of notifications, it is easy to glaze over. To get notification fatigue.

      Every Step in Flowingly now gives you the option to toggle automatic notifications on or off. This means that you can:

      Turn notifications off for a specific step when you feel there is no need for them.

      Set your own custom notification using the Custom Email. Just turn off the automatic notification and build your own one.

      This helps you cut out “inbox pollution” (a favorite term of our own Hervé Roy), giving you more control that ever over what is relevant and irrelevant for your employees.

      Upgraded – Categories

      Here’s something we always tell people when designing forms for their workflows:

      Dropdown lists are great. But they don’t always provide the best user experience. Especially when half the options within the list aren’t relevant to the user.

      Well, we decided to take our own advice.

      Categorization in Flowingly was always handled with dropdown lists. This was fine when you only had 3-5 options. Anything over that and it became a time waster.

      Now your Categories are displayed within a neat little list on the left-hand side of your screen.

      This applies to your Start section, To Do list, Flows I’m In, Process Maps and Reports.

      Reduce your time waste

      There are all sorts of ways we waste time at work. Navigating email chains. Undertaking menial, repetitive tasks. Getting distracted by irrelevant information.

      Flowingly reduces all of those and more.

      With Flowingly, companies have reduced their employee offboarding from 40 emails down to 7. Others have reduced the time spent on their rates processes by 40%.

      To see how you could cut admin and waste out of your processes, get a trial today!

      Favorite Recipes – 2021 R2

      Favorite Recipes – 2021 R2

      Favorite Recipes – 2021 R2

      With Flowingly integrations giving you access to endless options in your tech stack, we asked our team to narrow it down to some of their favorite recipes.

      Microsoft Teams – Sending a company update

      This one was universal. Previously we would make manual announcements in Teams about the completion of a step or workflow.

      Think: Announcing that a new employee is joining the team. Confirming an update to a system. Announcing a big sale.

      Now, this all happens automatically. Upon the completion of a step, Flowingly sends an update through teams, packed with only the important info.

      You can see this in action in the video above.

      Note – this works with Slack too. 😀

      Trello – Creating and updating a project card

      The clear favorite from our Customer Success team. You can now have submission of a Flowingly form or step create and/or update a Trello card.

      Not just limited to Trello, this goes for any project management tool (think Asana, Jira or Teams).

      Perfect for that point where process meets project.

      Like an Idea to Initiative workflow, or the onboarding of a customer or contractor.

      Not only can you create the card, but you can automatically populate it with relevant info and assign project owners.

      This one is also shown off in the video above.

      Xero – Creating a new supplier

      Pretty obvious where this one comes from right? It’s been a gamechanger for our Finance team.

      You can do all sorts of things in Xero using Flowingly Integrations, but the favorite has to be adding a new supplier automatically.

      If you’re like us, when Capital Expenditure or OPEX is raised you may have a field where someone has to mark whether they are using an existing or a new supplier. If they select new supplier, that supplier then has to be setup in your billing system.

      By integrating Flowingly and Xero (or Quickbooks) you can automatically create that new supplier from information captured in the Flowingly form.

      No more double handling. No more copy-paste errors. 🤖

      Excel – Adding a row to a spreadsheet

      Everyone uses spreadsheets, but this one is a real time saver for our Operations team.

      Most companies live in spreadsheets. We’re no different.

      Excel. Google Sheets. SharePoint lists.

      With the new integrations, you can still live in those spreadsheets. You just don’t have to manually update them.

      Like when an employee slips on the floor and reports an H&S incident through the Flowingly mobile app. The incident spreadsheet is automatically updated. ✔️

      Or when a new customer is signed up by the sales team. Onboarding started. The customer spreadsheet is automatically updated. ✔️

      By integrating Flowingly with your spreadsheets, you can keep your spreadsheets as your system of record, without ever needing to double-handle the data ever again.

      If you want to see this in action, check out the video up above.

      This is just a small selection of the many actions you can take with Flowingly integrations. As you can see in the video, our Customer Onboarding workflow utilizes the Teams, Trello and Excel connections. This has helped us reduce copy-paste errors and freed up everyone’s time to focus more on the customer, less on the admin.

      To learn more about how Flowingly can help you manage requests, tasks and approvals with real-time visibility get a trial today!

      Release Notes – 2021 R2

      Release Notes – 2021 R2

      Release Notes – 2021 R2

      Introducing Flowingly Integrations

      When it comes to reducing time spent on work-about-work, connecting your favorite tools is a no-brainer.

      That’s why we’re so excited to announce Flowingly Integrations.

      Flowingly Integrations gives you the ability to connect Flowingly with thousands of applications. That’s right. Thousands.

      Here’s a quick look at some of the powerful ways your team can start to leverage Flowingly Integrations to maximize productivity, reduce errors and keep all your records up-to-date.

      Populate an Excel or Google Sheet

      Ever wished an Incident Report logged in Flowingly would automatically update your Incident spreadsheet?

      Now it can.

      As soon as your employee logs that incident, Flowingly allocates relevant steps and tasks to people around the organization. Using Flow Integrations, you can now have it automatically update your incident spreadsheet with each incident.

      If your organization revolves around spreadsheets, this integration means that your employees don’t have to change the way they work.

      Reducing system change? Check.

      Reducing double handling? Check.

      It’s a win-win.

      Create a Trello card or board

      Now this is exciting. Blending process management with project management.

      When you’re kicking off a customer onboarding, there will be a standardized process. You’ll follow the onboarding workflow. Managing the handover from sales to customer success. Setting the customer up in your service desk. Making sure the invoice has been paid. That’s the process.

      What about after the onboarding is done? At that point you’re entering project management territory. Things need to be more dynamic. More flexible.

      Enter tools like Trello and Asana.

      Using Flowingly Integrations, you can create project boards and cards automatically during the onboarding. No more double handling. No more copy-paste errors.

      Free up your project teams to spend more time on projects, less time on admin.

      Send a Teams or Slack notification

      Make sure your teams are alerted to key updates in the channels they live in.

      Flowingly natively supports email and mobile push notifications. With Flowingly Integrations you can now add Microsoft Teams and Slack.

      With the integration, you will receive real-time notifications directly within Teams or Slack.

      You’ll also receive the details that you need.

      This could be a notification about a new supplier that employees can use. Including their catalogue and key contact details.

      Or maybe it’s about an incident on the production floor. That a certain product run was found to be defective and has now been isolated.

      Or just something super simple. An alert to approve your employee’s leave. That your new employee has signed their device policy. That your Capital Expenditure request has been approved.

      Schedule a Calendar event

      Employees often enter times and dates into workflow forms. They might be specifying when a new employee is starting. Or when a project is set to start. Or maybe they’re setting a date for an employee’s farewell.

      With Flowingly Integrations, you can have those time/date fields automatically create a Calendar event in Outlook.

      This is a great way to ensure your calendar is kept up-to-date and, more importantly, that everyone remembers key events.

      + Many more recipes

      Create an invoice in Xero. Update a CRM contact. Create an employee in BambooHR. With over 1000 applications to integrate with, the possibilities are endless.

      For information on how to set these integrations up in your Flowingly environment, reach out to your Flowingly Customer Success Manager.

      If you don’t yet have Flowingly, but want to see how it fits into your tech stack, get your trial now.

      Let your tools do the work

      Flowingly Integrations will not only save you time, they will help your employees focus on quality work rather than admin.

      From reducing errors to automating manual tasks. Record-keeping to real-time notifications.

      We are thrilled to help future-proof your tech stack and fast-track your digital transformation.

      As a result, we’re making the employee and customer experiences better, ensuring that people get the information they need, in the systems they use.

      To learn more about how Flowingly can help you manage requests, tasks and approvals with real-time visibility get a trial today!