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• How to setup the process 'workflow'? Basic elements

  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 scratchVery popular

• Conditional event and interruption of user tasks

  The conditional event will listen to the changes in form fields and, in case that the condition defined on a conditional event is met, the path established as exit of the conditional event will be executed. The conditional event will always be listening to the changes as long as the task to which the conditional event is associated to has any active instances. For this reason, if a process instanceFew readers

• Call Web Services from the process workflow

  In Flokzu you have the possibility to call Web Sevrices (SOAP y REST) to carry out different operations such as enter data into a form, send information to an external server or even assigning a task. How can I call a Web Service from the process workflow? The first thing you should do is to place a Service Task at any stage of your workflow where you want to make a service call to a Web Service. ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/dFew readers

• Format Settings in Advanced Configuration

  Once the account is created, there is some data that can be modified based on your preferred format settings. The formats that you can modify are the following: Date Format: In this field you can select between three different formats: yyyy/mm/dd dd/mm/yyyy mm/dd/yyyy Currency Symbol: The default currency symbol is '$', but you can select your own symbolFew readers

• Previous Participants

  Who is considered a previous participant? We consider Previous participants of a process instance all those users that have interacted with the process instance (e.g. uploading a file, saving the process form, completing a task, approving a form, etc). That is, users that completed actions that can be seen in the process instance history. Who isn't considered a previous participant? Assignees to complete a particular task along the process and whom, for whatever reason, didn'tFew readers

• What is the difference between setting a due date and interruptive or non-interruptive timers?

  Even if both due date and timers can be used independently, they can also be used jointly and complementarily. A task due date has the function of notifying the assignee about the time they have left (due date) to complete a task. Once the time or date are reached, no action will be executed. This feature is useful since it generates relevant information about the performance of your users regarding their tasks. On the other hand, timers do have the function of executing an action once a certaFew readers

• Assign tasks through Web Services

  In Flokzu you can assign tasks to different users through Web Service. This feature has many different uses. In this post we will discuss how to assign tasks to different approvers through Web Service. Let's imagine that each user has an approver that needs to check the information entered by the user. In this case, it wouldn't be useful to have the 'Approval' task assigned to a generic Approvers role. To achieve this approval logic through Web Services, you must follow these steps: CreaFew readers

• Problem: exit conditions

  Problem description When completing a task, the following message is shown: "Exit conditions are not set up correctly. Please contact your Administrator." What does this message mean? This message means that after the task you are trying to complete there are one or more exclusive or inclusive gateways that have exit conditions, but the process instance does not meet any of the conitions, which is why the process instance can't move forward. How to fix this? If you hFew readers

• Public Form: allowing external participants to initiate processes

  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. 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 fVery popular

• How to link processes? (launch a process instance from another)

  Usually business processes are linked and some depend on others. Once the Recruitment process is completed, the Induction and Training process begins. Upon completion of a sale, the Invoicing process has to be launched. And like these, there are many more examples. The advantage of modeling processes independently and interconnecting them is that you can measure them separately. You can know exactly how long it takes to complete each one and get individual metrics. In addition, the modeling isVery popular

• Integrating Zapier to connect your process with other web apps

  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).Very popular

• Assigning due dates to tasks and raising alerts when overdue.

  Time management is very important in BPM, because it allows you to set due dates for the tasks that should be completed. If your organization has many users and the tasks to be completed by each one are diverse, it is preferable to set due dates to make sure that each task be completed in due time and manner. Read below how you can assign due dates to your organization’s tasks, as well as the different ways to assign due dates. Assign due dates to a task In Flokzu there are three ways toVery popular

• How to set up interruptive timers?

  Interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use interruptive timers, set a due date to establish when a task should be completed as well as an alternative path in your flow. If the due date is reached and the task was not completed, the task will be cancelled and the flow will follow the path indicated by the timer. This means that the flow will follow what is reached first: the task or the due date that was established. TheVery popular

• How to automatically start a process? (Timer Start Event)

  Some processes need to be triggered periodically or at a specific time/date. What happens if the person responsible for triggering a process forgets to do so? Or if he/she is not available? Wouldn’t it be better to schedule the process so that it starts automatically? Well, now in Flokzu you can do just that by using a Timer Start Event. Timer Start Events can be used instead of the traditional Start Event to set a specific date or cycle (e.g. every Monday at 9 a.m.) that will trigger the starVery popular

• How to set up non-interruptive timers?

  Non-interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use non-interruptive timers, set a due date to establish when a task should be completed as well as a parallel path in the flow. If the due date is reached and the task was not completed, the task will not be cancelled; rather, the flow will run in parallel by the path indicated through the timer and by the task the timer is associated to, which will remain active. The follVery popular

• Inclusive Gateway to parallelize the workflow

  Many business processes require parallelism. Sometimes you just need to assign tasks to different people simultaneously rather than sequentially. This usually occurs when tasks are independent from each other. To enable this, you need to parallelize the flow and assign different tasks (as many as you want) to different users. To parallelize the flow must use an inclusive gateway in the Process Workflow. ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/Popular

• What is a 'Send Task'?

  Send Tasks are those tasks that allow you to send emails to whomever you wish to in a completely automated way. To set up Send Tasks in the workflow, you only need to drag the event with an email icon and drop it in any part of the workflow. Name: The name sPopular

• Interacting with external participants

  External participants This feature allows the interaction with participants that don't have a Flokzu account. If the task has been set up to obtain the assignees from a field, and in that field there is an email that doesn’t belong to the account, then that participant is considered as an external participant and he/she will receive an email with a link to participate (as long as this feature is enabled). External participants can't complete tasks, neither view form fields nor modify thPopular

• How to define a due date for tasks?

  The duration of a task must be defined in the workflow modeling. It is an optional configuration and it works independently for each task (you may define different durations for each task in your flow). To define a duration, place the pointer onto a particular task and double click on it. The task configuration window will open. Next, go to the ‘Due Date’ tab and click on the section shown in the image below. ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8Popular

• Exclusive gateway to divide the flow

  The exclusive gateway is a BPM element that allows you to divide the flow into exclusive paths according to the conditions that you define. This means that when the process instance reaches that point in the workflow, the defined conditions will be evaluated and, according to that result, the process instance will continue by one path or another.Some readers

• Featured fields and showing specific information in your Inbox

  Featured fields Featured fields allow you to define certain fields and/or static text that will appear next to the reference of the process instance in your user's Inbox, searches, email notification of user comments, task assignations or notifications to complete tasks by email. To set up featured fields, you can follow the steps shown on the following gif image: ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/12264b06-ff66-4b61-8afa-4fSome readers

• What are 'Intermediate Timers'?

  Unlike interruptive timers and non-interruptive timers, an intermediate timer allows you to delay the execution of a certain step of your process. Once the flow reaches an intermediate timer, it starts counting the time and the flow stops. Once the time interval is reached, the flow continues along its path. The feature is only available to Premium accounts and you can set it up like this: ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/de598e40-Some readers

• User task assignment, fixed and dynamic.

  There are several ways in which you can assign a User Task to be completed. Fixed assignation On the one hand, there is fixed assignation, where you assign a specific user or role to complete a certain User Task. By assigning a specific user, only that user will view in his/her Inbox the task to be completed. On the contrary, if you assign a role, all the users under that role will receive in their Inbox the task to be completed. Dynamic assignation Users or Roles Combo BoSome readers

• How to download the workflow diagram as an image?

  You’ll probably want to export the workflow diagram at some point. You may want to send it to other members of your organization to get their feedback, or print it for a meeting or make notes… No matter the reason, working on the flowchart is an important part of managing your processes. In Flokzu you can export it directly from the process configuration, in the ‘Process Workflow’ tab: ![](https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/bb02ef68-3904-48dfSome readers

• What is a 'User Task'?

  In User Tasks, an assigned user must complete a certain task (approve, review, reject, etc.). To edit a User Task, drag and drop the icon to the diagram and double click on it. The tabs of a User task are the following: Assignees: In this tab you must define which user/role must complete this task. Also, you may opt for dynamic assignation (See post). DecisSome readers

• Documentation and instructions in a User Task

  In Flokzu you can add documentation to each User task of a process. What should I use it for? This section allows you to, among other things, add instructions for the assignees of a given task so that they can check if there are any procedures to complete a certain field, if they have to take special care about something, and any other thing you want to communicateSome readers

• Readers and process instance visibility at the process/task level.

  There are two types of readers (people who can see a process instance): General Readers > The users and or/roles to whom you give this permission will be able to view related process instances at any stage (even finalized instances). Readers when completed > The users and/or roles to whom you give this permission will be able to view finalized process instances.Few readers

• Updating an instance to the lastest process version automatically

  In Flokzu you have the option to update process instances to the last deployed version automatically when they're opened. This is useful when you want that the changes introduced in a process can be seen as soon as possible, to prevent users from being working on multiple versions of the same process. If, on the contrary, you don't want that process instances be updated automatically when they're openedFew readers

• Insert attachments in a Send Task

  Can I insert attachments in a Send Task? Yes, you can. In the same way that you can insert form fields in the body of a Send Task, if you insert an attachment field in the body of the message, it will be attached to the Send Task. If you want to insert an attachment in a Send Task, simply start typing the attachment field name between {{ }}. Example: {{Purchase order}}, which will attach the previously uploaded file intFew readers

• Update process instance

  Not only can you link a father process to a son process, that is, to link a new process to an existing process, but you can also update the existing process when something on the new process happens. This is particularly useful when two processes run in parallel and they need to share information between them in order to be completed. In this example, we will link two processes: Recruitment and Hiring and Induction. If the Induction process is not completed, then the Recruitment and Hiring proFew readers