Question 1

Integrating Zapier to connect your process with other web apps

Accepted Answer

What is ‘Zapier’?

Zapier is a tool that allows you to link web applications (such as Salesforce, Dropbox, Gmail and Flokzu) in a simple way, so as to exchange information between them automatically.

You can link apps (known as creating a ‘Zap’) by selecting one of them as the ‘trigger’ (the one that provides the information), and another app as the ‘action’ (the one that performs some action with the information received).

| The actions that you’ll be able to perform on another app will depend directly on the app you want to integrate with. Each app on Zapier determines its own set of actions.

How does the Flokzu-Zapier integration work?

The Flokzu-Zapier integration works at the process level.

There are two ways of integrating Flokzu into Zapier:

1. Using Flokzu as the trigger app: this will create an action on another app at any stage of your Flokzu process. Imagine receiving an SMS notification through the Twilio app each time a delivery is approved in Flokzu. 2. Using Flokzu as the action app: create a new process instance in Flokzu each time that something happens on another app. Imagine to start automatically a Flokzu process each time you receive a specific Gmail notification.

|| In both cases, you’ll need to generate an API Key in Flokzu (for one time only), so you can link your account to Zapier. The API Key is a security mechanism that allows you to perform this integration.

To link your account to Zapier, simply follow the following

Question 2

How to set up the 'Process Form'?

Accepted Answer

You can imagine the form as the group of fields that contains data and travels among the different members of your organization to complete the tasks of a process. This field structure (the form) allows you to gather the necessary information during all the stages of a certain process.

For example, if we wish to design a ‘Recruitment and Hiring’ process for our organization, it would be useful to add the following fields:

Name of Candidate
Surname of Candidate
Email of Candidate
Attachment with CV

These fields are simply some examples that your form should contain, but you can include as many fields as you like to run your process. Of course, when creating another process, it might have very different fields.

A form is defined only once when creating a process and you will need to set up all the fields that are necessary for your process. Although certain fields should be visible in later stages of the process, you must include them when defining your form. Afterwards, you can set up its visibility so that it is only shown in some stages and not others.

Once the process is published, the individual tasks that the users will have to complete will be conformed by the pre-set form, plus any attachment or comment that be added during the process.

Adding a new field

To add a new form field, simply drag and drop one of the available fields on the box to the right to the section “Drop new fields here”.

You can also click the button “click to add an empty row” and

Question 3

What is a 'Custom Report'?

Accepted Answer

A very important stage of the continuous improvement cycle is measurement. By automating your business processes in Flokzu, you can collect data and analyze the execution of your processes from the “Metrics & Reports” section (only visible to the Administrator, Business Analyst roles and those users who have permission to see that section).

In addition to the Metrics & Real time reports and Historical reports (BI - Business Intelligence), it is also possible to create custom reports. Custom reports are a very simple way to customize the information you want to measure and analyze from your organization’s business processes.

When creating a new custom report, you will find the following sections:

Report Name: mandatory field that identifies the report (although it does not have to be unique).

| A good practice is to define a short and significant name (e.g., 'Ongoing Purchases').

Description: optional field where you can provide more information about the report (e.g.: "Currently ongoing purchases report").
Data filtering: section that allows you to define filters and criteria to determine what sort of data will be included in the report. The conditions established here will be applied when obtaining the data.
Report design: section that allows you to define the elements of your reports and how they are going to be show

Question 4

Public Form: allowing external participants to initiate processes

Accepted Answer

A public form is a type of form that any person can view and complete, even those who are not active users of your organization, that is, users who do not have a Flokzu account.

| This feature is very useful for example to start a "Sales" process from your website (without authentication), to receive "Complains and Suggestions" or to allow candidates to "Apply for a Job".

After creating a process, you may establish it as a public form if you wish to, so that any person with the link to your form can launch your process.

To set up a public form, go to “Process Settings” as shown in the image below.

Once there, click on the tick box below to allow that people from outside your organization can launch your process.

Next, the public form will generate a public URL (See image below) that you can share with all the users you wish to. Simply share the address that appears beneath “Public URL” and you are now ready to let people from outside your organization to launch this process for you.

|| An HTML code will also be generated (See image below) to embed the public form in any web page, for example, your own website or intranet. Having this functionality, you should not worry any longer about creating the form

Question 5

How to setup the process 'workflow'? Basic elements

Accepted Answer

The ‘workflow’ is associated to a business process. It defines the structure of the tasks that conform a particular process, who makes them, in which order, how they are related (in sequence or in parallel), as well as all the other aspects that will define the operation of the process.

Accordingly, each process of your organization (e.g. “Recruitment and Hiring”, “Office Supplies Request”, “Document Approval”, etc.) will have its particular workflow, which you will need to design from scratch or you can select from a templates library.

Workflow example

See below an easy example of a workflow. It contains some elements which we will explain in detail:

Start Event

User Task

Send Task

Service Task

||| This feature may not be available in your Service Plan. Please check it.

Timer

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Question 6

Setting up required and visibility of fields by script?

Accepted Answer

Visibility by script allows you to set dynamic visibilities for form fields. You can define if certain fields should be required, editable, read-only or hidden, based on the value of another field or on a decision made.

Available functions

Flokzu’s API offers the following functions to use in scripts:

Flokzu.setHidden( [[field]] ); //Hides a field
Flokzu.setRequired( [[field]] ); //Sets a certain field as required
Flokzu.setEditable( [[field]] ); //Sets a certain field as editable
Flokzu.setReadOnly([[field]]): //Sets a certain field as read-only
Flokzu.setFieldValue( [[field]] , "value" ); //Overwrites a field value to the specified value
Flokzu.getFieldValue( [[field]] ); //Obtains a field’s value
Flokzu.getAllColumnValues( [[field::column]] ); //Obtains all the values of a column from a table field
Flokzu.onChange( [[field]] , function ); //When a field changes, function is executed
Flokzu.onTableChange( [[field::column]], function ); //When a column from a table changes, function is executed
Flokzu.onInit(function); //Function is executed when the form is initiated (i.e. when the page loads)
Flokzu.onAction(function) //Function is executed when a button is clicked (i.e. a decision is made). The value of the chosen button is stored on the second parameter.
Flokzu.error( [[field]] , "message" ); //If the field generates an error, the corresponding message is shown.
Flokzu.currentUser(); //Returns the email address of the logged in user
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