Flokzu Helpdesk

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• How to use more than one connector with Zapier?

  In Flokzu you have the option to use more than one connector with Zapier. To do this, you must integrate Flokzu with Zapier through webhooks. Here are the steps you should follow: Create the field forms whose information you want to use to set up multiple “zaps” (connectors) on Zapier. Add a Service Task to set up a REST Web Service with a POST, PUTFew readers

• Difference between Attachments tab and attachment field

  Difference between Attachments tab and attachment type field By default, all processes have the Attachments tab enabled, although this tab can be disabled from the Process Settings. This is not the case for the attachment field, which must be added in the same way tha other fields are added to the form. Regarding the visibility settings of the Attachments tab, the permissions over the tab are: Display, Add or Delete Attachments; these are defined on each user task in the Permissions taFew readers

• Export table to Excel spreadsheet

  In Flokzu you have the possibility to export the records from a table in any process instance to an Excel spreadsheet. Simply navigate to the process instance from which you wish to export the table and click on the 'Export to excel' button. Next, an Excel spreadsheet will be exported containing all its records. ![](https://storage.crisp.chat/users/helpdesk/Few readers

• Quick search with logic operators

  We know that it is very important for you to find what you are looking for quickly and easily. There are two kinds of searches in Flokzu: Quick search Advanced search. And of course, you can also search inside file attachments (PDFs, Docx, etc.) To perform a quick search, simply type what you are looking for in the top bar. ![](https://storage.crisp.chat/users/helpdesk/website/5a89Popular

• Advanced search

  In Flokzu searches have high priority because we know that often your efficiency depends on how fast you find what you need to complete your work. In a quotation process you need to revise similar proposals sent to customers. In a hiring process, before interviewing the candidate you might want to re-read the resume. When placing a purchase order it may be helpful to consult the purchases from previous months. There are many examples like these. By finding the right documents you can speed up yoPopular

• Attachments tab

  In Flokzu you have the possibility to view and add an attachment (Word, Excel, pdf, among others) at any stage of a certain process, through the Attachments tab. ![](https://storage.crisp.chat/users/helpdesSome readers

• Comments Tab

  Comments inside a process instance have many uses. You can make a comment inside a task that can be seen by current assignees of all ongoing tasks in a process. In order to do this, you must go to the ‘Comments’ section, click on the checkbox shown in the image below and then publish your comment. You can also subscribe to the comments made by any other uSome readers

• Complete user tasks via email

  Assigned tasks can be completed from the Inbox or, in case it is enabled, directly from the email. This allows you to save time and make decisions at anytime anywhere, without the need to log in to Flokzu. How to enable it To set up the approval via email, you should follow these steps: How it works Assignes will receive a notification with the fieldsSome readers

• How can I search in Flokzu?

  We know how important it is to find what you’re looking for fast and effectively. This is the reason why in Flozku you can search for any content from your processes: process instances, fields and their values, references, attachments, tags, description and more. The search bar is located at the top. Simply start writing what you’re looking for. Flokzu also letsSome readers

• How to reassign a task?

  Business Process Management is useful to ensure that processes always run the same way. Since tasks are assigned during the modeling stage, users will receive tasks automatically in their Inbox at the right time. That is one of the main advantages of a BPMS. But in organizations, unforeseen events usually arise and modeling the process prior to execution does not allow changes, harming the flexibility of processes. That’s precisely why we added a very important feature: reassign tasks to otherSome readers

• Clone a finalized process instance

  Only users who have Reading permission on the finalized process instance and permission to launch this process can clone a finalized process instance. How does it work? Once the button to clone the finalized process instance is clicked, the user will be redirected to the form to start that process.Some readers

• User's trays (Inbox, Outbox, etc)

  Inbox In their Inbox the users will find all the documents that have been assigned to them, either individually or through a role. Depending on whether or not you have defined a duration for the tasks, they will see the date in which they are due and, according to the color, they will see if they are overdue (red), if they have less than 24 hs left to complete them (yellow) or else the due date has not yet been reached (green). ![](https://storage.crisp.chat/users/helpdesk/website/5a899047Some readers

• Process instance history (audit trail)

  In Flokzu you have the possibility to view at anytime the process instance history (only if you have access to it either as a reader or assignee). How can I view the process instance history? To see the process instance history, simply open the instance and click on the clock icon found at the upper-right corner. ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b3Some readers

• Which users can access a process instance?

  In Flokzu we offer several security levels to define which users can see a certain process instance. The simplest setting is that all users can see all instances, but we are aware that, in many cases, this not advisable. For example, in a ‘Purchase Order’ process, it might be that the people from a certain department do not see the purchase orders from another department. The security diagram of all the people allowed to see process instances works by layers: The first layer is **authenticatiFew readers

• Search inside file attachments (PDFs, Docx, etc.)

  In Flokzu you can search by any category: tags, form fields, process name, task name, etc. Once you have searched by the terms, words, compound words or any combination of numbers and letters that you want, you can repeat the search in the attachments. Simply do the search and then press the 'Repeat this search in attachments' button. Example: Search by client name in the 'Fulfill Purchase Order' process and, after you obtain the results, look for the information related to the client found inFew readers

• Download a single process instance

  Users who have the Administrator role can export all the information stored in a process instance with just one click. This can be done at any stage of the workflow, even if the process instance has finished or if there are ongoing tasks. To download a process instance, you should follow the following steps: Open the process instance you want to view. Click on the 'Process instance history' icon. Navigate to the 'Full Report' task and download it. ![](https://storage.crisp.chatFew readers

• Who can launch a process?

  Processes can be launched by all users that have permission to launch it. That is, all the users that have been defined as 'Process initiators'. Once you create a process, by default "All users" are defined as initiators. Therefore, all users will be able to select it and launch it from the Launch process drop down list. You can modify this configuration by ediFew readers

• General buttons for actions in a process instance

  What do the buttons in the upper right corner of a process instance mean? There are buttons that will appear there each time that a new process instance is generated, but there are others that will depend on the permissions enabled for each particular task. Buttons available for all users: The star allows you to highlight a process instance. When aFew readers

• Can I modify a finalized process instance?

  Is it possible to modify a process instance that has finished? It's not possible to revive or modify a finalized process instance. The only possible actions are to make a comment on it or clone it. Who can make comments on a finalized document? All users who have permission to read a finalized document will be able to make comments on that process instance.Few readers

• Georeferencing and Geolocation

  Georeferencing and Geolocation Depending on the type of process we are automating it may be important to obtain the location of the user who is completing the task. Add a field to the form, for example "GPS", which should be a text type. Then click on "Visibility settings and scripts" and go to the third tab "Script" in the popup that opens. Select the task you want (e.g. to create a document so that the location is loaded when a request is being entered) And paste the following scrFew readers

• Download quick or advanced searches

  Once you have obtained the results from your quick or advanced search, it is possible to download the results of the search to an Excel spreadsheet. This spreadsheet will contain all the information from the process instances you obtained in your search. ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31Few readers

• Issues Monitor

  Issues Monitor The issues monitor will include all errors related to processes and process instances. Who has access? Users with Administrator or Business Analyst roles have access to the monitor. These users will have a new item in the menu, under My Processes. Possible Filters Process: All process errors will be shown but you can define a filter if you only want to see the errors of a partFew readers

• Bulk Actions

  Bulk Actions This feature allows users to quickly complete several tasks to which he is assigned. Define that the task can be completed in bulk mode In the user task go to the Permissions section and open the option Bulk actions Click on the checkbox This task can be completed in bulk mode ![](https://storage.crisp.chat/users/helpdesk/website/ccc3fbb5dc442800/task-set-up_zlFew readers

• Tags in a process instance

  To place tags in a process instance can have multiple uses. Imagine that, after the initial Credit Request form is submitted, the user in charge of reviewing the Credit Request wants to assign a priority level to it, in such a way that all other users can identify it quickly. The best way to do this is by placing tags, such as: High Priority Medium Priority Low Priority To do this, simply enter the process instance, click on 'General Information' and then write your tag under the *TagsFew readers

• Draft

  Draft All Flokzu's public forms have a draft. This feature is very useful for those forms in which the information with which they must be completed is not available when we are starting them up. A common case for this is the Expense Reimbursement process, used as an example here. How does it work? When you enable the public form for yourFew readers

• Notifications & Message Center

  Message Center All users will have access to their own Message Center. There you will find two sections: the In-App messages addressed to them and the comments in process instances in which they participate. Touching the bell icon will access a preview of the last comments or In-App messages received. ![](https://storage.crisp.chat/users/helpdesk/website/ccc3fbb5dc442800/centro-msj-en-2_1l4ey1e.Few readers

• Take task

  Take task When you click on the button Take task you will automatically assign the task you are in to yourself, deleting the previous assignment. This feature is very good for those tasks that are assigned to a role with several users and each of them decides which task to take. How to take a task? Simply enter a user task and click on the Take task icon (user with arrow) in the upper right corner between the reassign and print buttons.Few readers