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    Home Paris Now Platform Capabilities Now Platform capabilities Flow Designer Flows

    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 flow actions, and the data collected or created.

    Flow properties

    The flow properties contain information about your flow. In the main header, select Properties to view or edit your flow's properties.

    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 Selection to specify if the flow runs as system user or the user who initiates the session. Select the user who initiates the session option when updates should come from the user who triggered the flow. For example, when you want incident record comments to come from the current user, or approval emails to originate from the approver. Run As settings for a flow don't apply to child subflows.
    Run with role(s) Select the roles the flow runs with. This option is only available when Run As is set to user who initiates the session.

    Triggers

    The trigger specifies the conditions that start running the flow. When the trigger conditions are met, the system starts running the flow.

    Flow Designer supports record-based, schedule-based, and application-based trigger types. For more information, see Flow trigger types.

    Flow actions

    Within Actions, flow designers can add actions, flow logic, and subflows to their flow.

    Actions are reusable elements that perform specific operations. Each action has a set of inputs you must configure to run it. Use data from the Data pane to configure action inputs. At the start of a flow, the data may be limited to the flow trigger or subflow inputs. As you add actions to a flow, the output values of each action appear as data pills in the Data pane. You can use the outputs of one action as the inputs for actions later in the flow.

    Action numbering
    Sequential numbers appear next to each flow action in the Flow Designer interface. Flow action numbers start with 1 and then increment by 1 as you add more flow actions to your flow.
    Note: If you upgraded from a prior release, your inline scripts may still contain references to legacy flow action numbering. See Flow action numbering to automatically update these references for your flow.
    Core actions
    Your instance comes with a collection of core actions, or frequently used Now Platform operations, that can be added to any flow.
    Spoke actions
    Some applications include spokes which add application-specific actions. Spoke actions are typically read-only but can be copied and customized.
    Custom actions
    Developers may also create their custom actions from the Action Designer interface.

    Data pane

    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 in the Data pane
    Example flow data in the data panel.

    Testing flows

    You can test a flow directly from the Flow Designer interface. Each test runs your flow as if the trigger conditions were met. If the flow has record trigger, you can specify the record to use for your test. After the flow runs, use the flow execution details to verify that your flow is running properly.

    Important: Always run tests on a non-production instance where flow record changes cannot interfere with your production data.

    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.

    Printing flows

    Flow Designer supports multipage printing for flows, subflows, actions, and flow execution details. For a list of supported browsers, see Browser support.

    Roles

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

    Design considerations

    Create flows when you require the trigger data as a flow input
    Since flows always run whenever their trigger conditions are met, make sure that your flow needs a trigger. Triggered flows always provide the same trigger data as a flow input. If you need variable flow input data, create a subflow instead.
    Create subflows when you want to reuse business logic
    A subflow allows you to configure its input values differently each time you call it. For example, design a subflow to accept different record types as an input. Reuse this generic record subflow instead of writing a specific flow for each record type.
    Grant flow roles to access role-protected data and preserve user information
    Instead of running a flow as the system user, use flow roles to preserve user information and grant access to data. Adding flow roles allows a user-initiated flow access to data it would not otherwise have. The roles granted only apply to the flow. They do not apply to the user who initiated the flow.
    Use flow logic or a schedule-based trigger to control flow timing
    To pause a flow for a specific duration, use Wait for a duration flow logic. To run a flow at a specific time, use a schedule-based trigger. Avoid using the gs.sleep() method to wait within a flow.

    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, Show triggered flows, Show store spokes, and Show inline script toggle 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.
    Manage natural language title
    Create or edit a flow title with styled or dynamic text. For more information, see Create a natural language title.
    • Flow trigger types

      The trigger specifies the conditions that start running the flow. When the trigger conditions are met, the system starts running the flow.

    • Create a flow

      Automate a process to run one or more actions when a trigger condition occurs.

    • Flow roles

      Create flows and subflows that run with specific roles. Assigning roles enables you to create user-initiated flows that run with their own roles rather than the user's roles.

    • Allow flow designers to dynamically set field values

      Enable flow designers to dynamically set field values when adding the subflow or action to a flow. For example, allow flow designers to set the priority and short description of a Create Task action.

    • View activated flows for a table

      View flows with record-based triggers that run on a specific table.

    • Actions

      Actions can be added to any flow, enabling process analysts to automate Now Platform features without having to write code.

    • Flow action numbering

      The action outline displays a whole number besides each action and flow logic block in a flow. You can update flows containing legacy action numbering from within Flow Designer.

    • Flow Designer stages

      Communicate the current stage of a request or flow with an end user.

    • Flow execution details

      View runtime information about an action or flow directly from the design environment such as the current state, actions or steps run, and values produced. Open related records from embedded Now Platform editors or in a new tab.

    • Flow logic

      Enable flows and subflows to specify conditional or repeated actions. Combine the elements of flow logic to create workflows in a graphical interface with little or no scripting.

    • Subflows

      Define a sequence of reusable actions that can be started from a flow, subflow, or script. Define inputs and outputs to pass data to and from the subflow.

    • Complex data

      Use a graphical interface to work with collections of complex structured data. Help design users understand the organization of structured data, and add, remove, or configure its individual elements.

    • Inline scripts

      Enable users with coding experience to write inline scripts that set and modify input values during the configuration of an action or flow. Use inline scripts to modify input values that require small format conversions, data transformations, or math operations.

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      Flows

      • Save as PDF Selected topic Topic & subtopics All topics in contents
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      • Share this page

      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 flow actions, and the data collected or created.

      Flow properties

      The flow properties contain information about your flow. In the main header, select Properties to view or edit your flow's properties.

      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 Selection to specify if the flow runs as system user or the user who initiates the session. Select the user who initiates the session option when updates should come from the user who triggered the flow. For example, when you want incident record comments to come from the current user, or approval emails to originate from the approver. Run As settings for a flow don't apply to child subflows.
      Run with role(s) Select the roles the flow runs with. This option is only available when Run As is set to user who initiates the session.

      Triggers

      The trigger specifies the conditions that start running the flow. When the trigger conditions are met, the system starts running the flow.

      Flow Designer supports record-based, schedule-based, and application-based trigger types. For more information, see Flow trigger types.

      Flow actions

      Within Actions, flow designers can add actions, flow logic, and subflows to their flow.

      Actions are reusable elements that perform specific operations. Each action has a set of inputs you must configure to run it. Use data from the Data pane to configure action inputs. At the start of a flow, the data may be limited to the flow trigger or subflow inputs. As you add actions to a flow, the output values of each action appear as data pills in the Data pane. You can use the outputs of one action as the inputs for actions later in the flow.

      Action numbering
      Sequential numbers appear next to each flow action in the Flow Designer interface. Flow action numbers start with 1 and then increment by 1 as you add more flow actions to your flow.
      Note: If you upgraded from a prior release, your inline scripts may still contain references to legacy flow action numbering. See Flow action numbering to automatically update these references for your flow.
      Core actions
      Your instance comes with a collection of core actions, or frequently used Now Platform operations, that can be added to any flow.
      Spoke actions
      Some applications include spokes which add application-specific actions. Spoke actions are typically read-only but can be copied and customized.
      Custom actions
      Developers may also create their custom actions from the Action Designer interface.

      Data pane

      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 in the Data pane
      Example flow data in the data panel.

      Testing flows

      You can test a flow directly from the Flow Designer interface. Each test runs your flow as if the trigger conditions were met. If the flow has record trigger, you can specify the record to use for your test. After the flow runs, use the flow execution details to verify that your flow is running properly.

      Important: Always run tests on a non-production instance where flow record changes cannot interfere with your production data.

      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.

      Printing flows

      Flow Designer supports multipage printing for flows, subflows, actions, and flow execution details. For a list of supported browsers, see Browser support.

      Roles

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

      Design considerations

      Create flows when you require the trigger data as a flow input
      Since flows always run whenever their trigger conditions are met, make sure that your flow needs a trigger. Triggered flows always provide the same trigger data as a flow input. If you need variable flow input data, create a subflow instead.
      Create subflows when you want to reuse business logic
      A subflow allows you to configure its input values differently each time you call it. For example, design a subflow to accept different record types as an input. Reuse this generic record subflow instead of writing a specific flow for each record type.
      Grant flow roles to access role-protected data and preserve user information
      Instead of running a flow as the system user, use flow roles to preserve user information and grant access to data. Adding flow roles allows a user-initiated flow access to data it would not otherwise have. The roles granted only apply to the flow. They do not apply to the user who initiated the flow.
      Use flow logic or a schedule-based trigger to control flow timing
      To pause a flow for a specific duration, use Wait for a duration flow logic. To run a flow at a specific time, use a schedule-based trigger. Avoid using the gs.sleep() method to wait within a flow.

      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, Show triggered flows, Show store spokes, and Show inline script toggle 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.
      Manage natural language title
      Create or edit a flow title with styled or dynamic text. For more information, see Create a natural language title.
      • Flow trigger types

        The trigger specifies the conditions that start running the flow. When the trigger conditions are met, the system starts running the flow.

      • Create a flow

        Automate a process to run one or more actions when a trigger condition occurs.

      • Flow roles

        Create flows and subflows that run with specific roles. Assigning roles enables you to create user-initiated flows that run with their own roles rather than the user's roles.

      • Allow flow designers to dynamically set field values

        Enable flow designers to dynamically set field values when adding the subflow or action to a flow. For example, allow flow designers to set the priority and short description of a Create Task action.

      • View activated flows for a table

        View flows with record-based triggers that run on a specific table.

      • Actions

        Actions can be added to any flow, enabling process analysts to automate Now Platform features without having to write code.

      • Flow action numbering

        The action outline displays a whole number besides each action and flow logic block in a flow. You can update flows containing legacy action numbering from within Flow Designer.

      • Flow Designer stages

        Communicate the current stage of a request or flow with an end user.

      • Flow execution details

        View runtime information about an action or flow directly from the design environment such as the current state, actions or steps run, and values produced. Open related records from embedded Now Platform editors or in a new tab.

      • Flow logic

        Enable flows and subflows to specify conditional or repeated actions. Combine the elements of flow logic to create workflows in a graphical interface with little or no scripting.

      • Subflows

        Define a sequence of reusable actions that can be started from a flow, subflow, or script. Define inputs and outputs to pass data to and from the subflow.

      • Complex data

        Use a graphical interface to work with collections of complex structured data. Help design users understand the organization of structured data, and add, remove, or configure its individual elements.

      • Inline scripts

        Enable users with coding experience to write inline scripts that set and modify input values during the configuration of an action or flow. Use inline scripts to modify input values that require small format conversions, data transformations, or math operations.

      Tags:

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