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Flows

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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 information about the flow.

Property Description
Name Enter a unique name for the flow
Protection Choose whether the flow is read only by choosing from None or Read-only
Application Select an application for the flow. This property is set when creating the flow and cannot be changed afterwards.
Description Enter a description of the flow.
Run As Choose whether the flow runs as System User or the user who initiates the session.

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 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.

For detailed descriptions of flow logic types, see Flow logic.

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.

More Actions

Click the More Actions (More Actions icon) button to access additional options for the flow.

Stages
Access the stages for a flow.
Manage flow catalog variables
Manage the catalog variables available to Service Catalog-triggered-flows.
Copy flow
Create a copy of the open flow in an application you specify.
Configurations
Enable or disable the Show draft actions and Show triggered flows options.
Code Snippet
Generate a code snippet to call a specific flow, subflow, or action.
Manage security
Enable or disable the Callable by Client API option.
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