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Flows

Automate processes with a sequence of reusable actions such as manage records, ask for approvals, create tasks, and send notifications. Define trigger conditions to start a flow and variables to pass information between actions.

All flows consist of properties, a trigger, a sequence of actions, and the data collected or created.

Flow properties

The flow properties specify the flow name, application, description, and status. Flow designers can update the flow name and description at any time, but can only set the application during flow creation. The flow status is set when you save or activate a flow.

Triggers

The trigger specifies the conditions that start the flow. When the trigger condition is true, the system starts the flow.

Flow Designer supports record-based, schedule-based, and application-based trigger types. For detailed descriptions of trigger types, see Flow trigger types.

Actions

Within Actions, flow designers can add actions, flow logic, subflows, or other flows.

Each action is a set of reusable business logic that produces a specific outcome when provided with its input values. Flow designers configure actions by specifying where they go in a flow sequence and by selecting the data they use as input values. As a flow runs, actions earlier in the sequence generate outcomes or output values that become available as data to actions later in the flow.

By default, the system provides a collection of core actions that can be added to any flow. Core actions cannot be viewed or edited from the Action Designer interface. Some applications include spokes which add application-specific flows and actions. Spoke actions are typically read-only but can be copied and customized. Developers may also create their custom actions from the Action Designer interface.

Flow data

Flows store any data gathered or generated as variables in the Data pane. Each variable has its own pill that Flow designers can use to drag-and-drop the variable value to an action input or output. Flow Designer generates the pill name based on the contents and its data type. The system specifies the variable data type next to the pill.

Figure 1. Example flow data
Example flow data in the data panel.

Flow logic

Flows may contain flow logic to specify conditional or repeated actions. The system provides these flow logic options.

Table 1. Available flow logic
Flow logic Description
For Each

Applies actions to each record in a list of records. Flow designers must specify the list of records from the flow data.

Note: Add a For Each flow logic block inside of another to repeat an action over a series of records. However, avoid nested For Each loops that process many records. Nested loops may cause the flow to run until stopped by the flow transaction quota rule, which prevents flows from running longer than an hour. For more information about transaction quotas, see Transaction quotas.
If Applies actions when a list of conditions is met. Flow designers can use flow data to specify the conditions.

Testing flows

After adding a trigger and one or more actions, flow designers can test a flow. Testing a flow sets the trigger conditions to true and runs all actions. For flows that have record-based triggers, flow designers may specify an existing test record to use as input. Flow designers should always test flows on non-production instances containing relevant demonstration data since testing a flow creates or changes records on the instance.

Flow execution details

The system generates flow execution records, log messages, and reports for each flow run. The flow context is a related record containing the current state and runtime values of the flow. The system generates a context record each time a flow is run.

Roles

To access Flows, a user must have the flow_designer or admin roles.