How to allow people outside Flokzu to participate on a process?
People outside Flokzu can interact in two different stages of any process. By starting the process through a public form or at intermediate stages through the interaction with external participants. Public Form The public form allows people outside your organization to launch a process instance, which will then follow the flow you've defined. Them do not allow people outside your organization to interact at intermediate stages of the process instance. For more information about pFew readersSubstituting another user (email alias)
We have already seen how to define an email alias for a user. In this post we'll analyse some aspects to bear in mind when a user is substituted through assigning him/her an email alias. || Important: In order to perform the tasks assigned to your account, the substitute needs to be a member of your organization's Flokzu account. Otherwise, it will receive the tasks' email notifications but it will not be able to complete those tasks. What can the substitute do? Each time that a taskFew readersActivity audit
Activity Audit: Transparency and Total Control Event auditing is an indispensable tool to ensure security, traceability and compliance within Flokzu. By recording in detail every action performed, you can get a complete view of the history of changes and ensure the integrity of your data. Access the audit Once you have logged into Flokzu you can access the audit in Configuration - Advanced - View Audit. ![](https://storage.crisp.chat/users/helpdesk/website/ccc3fbb5dc442800/imagen_1mvFew readersHow can I invite users to join my account?
To invite a user to join your Flokzu account, first go the ‘User Management’ section on the side menu. Then, click on ‘Invite Users’ and enter the email address of the person you want to invite. Invited users will receive an email to their email address. | To invite seSome readersWhat is a 'role'? How many roles are there by default?
Types of Roles There are two types of roles in Flokzu: System roles These are roles that are created by default and cannot be removed. There are 4 system roles: All Users, Business Analyst, User Management and Administrator. You can check the details and differences in this post. What are the characteristics of these roles? All Users: This role groups all users in the organizatFew readersWhat is a 'user'?
A user is any person who has been invited to the Flokzu account of your organization. Users will need to confirm their invitation so that they can access the account. However, you can assign tasks and roles to users that have not yet accepted your invitation. | In a business process, a user is known as a "participant" of this processFew readersWhat is Self-provisioning?
As we have already seen in the post How can I invite users to my account?, both the Administrator and Business Analyst can invite as many users as they wish through the ‘User Management’ section. Being an Administrator or Business Analyst, you only need to know the email addresses of the users you want to invite, so that they can join your account. However, it is also possible for users themselvesFew readersSubstitutions (Out of Office)
Substitutions feature allows defining a substitute for a user in a certain period of time. The substitute will be able to complete the tasks on behalf of the original assignee. The original assignee will still receive the tasks assigned to him and the emails sent through Send Tasks during his inactivity period. || The substitute will receive new task assigned notification (checkbox in the Task configuration). Substitutes won’t receive the notifications configured through the Send TasksFew readersHow to define an 'alias' for a user?
What is an ‘email alias’? If you define an email alias for your account, this alias will receive a copy of all the messages that are directed to your user and it will also be able to complete tasks by email on your behalf. || Keep in mind that in order to perform the tasks assigned to your account, the user defined as an alias needs to be a member of your organization's Flokzu account. Otherwise, it will receive the tasks' email notifications but it will not be able to complete those tasksFew readersHow can I assign roles to users?
There are two ways to assign a role to a user: starting from the role or from the user profile. The first alternative is useful if you want to assign the same role to multiple users. The second alternative, if you want to assign multiple roles to the same user. If you want to use the first alternative, you need to start by editing the role you wish to assign. Just go to the ‘User Management’ section on the side menu and then click on on the ‘Roles’ tab. Next, click on the pencil icon at the rigFew readersGrant permissions over processes to non-admin users/roles
Users with Administrator role have the possibility to grant permissions to regular users (not Administrator or Business Analyst) for a specific process. The three types of permissions available are: Edit the process: allows modifying the process and creating new versions but does not enable deploy changes Deploy the process: enables users to edit the process and deploy the changes. Access to the metrics and reports genFew readersHow can I edit a role?
To edit a role, go to ‘User Management’ section on the side menu and then click on the ‘Roles’ tab. A list with all existing roles in your organization will be displayed. Next, move the pointer over the role you want to edit and click on the pencil icon at the right of the role. A new window will open which will show you two options: 1. Edit the role name.Few readersHow can I create a new role?
To create a new role, justo go to the ‘User Management’ section on the side menu. Then, click on ‘New Role’. Next, write the new role name and click ‘Save Role’. Once you have created the role, it will appear empty (it does not coFew readersUsers' Webhooks
Users' webhooks In Flokzu you can share the information about events that happen about your users with external systems through webhooks. Webhooks provide a mechanism to notify your application when a certain event that affects a user occurs so that you can take action. At Flokzu there are several events that can be taken into account when setting up user webhooks: When a user is invited to Flokzu When a user accepts the invitation and becomes an active user When a user unsubscribeFew readersHow can I remove a user?
To remove a user, just go to the “User Management” on the side bar and then to the “Users” tab. Next, click on the trash bin icon at the right of the user you want to remove. Confirm your decision and the user will be removed from your account. What happens when I delete a user from the account? Once deleted, the person will no longer be able to access your organization's account, and theFew readersHow can I remove a role?
To remove a role, just go to the “User Management” section on the side menu and then to the “Roles” tab. Next, click on the trash bin icon at the right of the role you want to remove. Confirm your decision and the role will be removed from your account. What happens if I remove a role from my account? Reports Once you remove a role, it will appear no longerFew readersUser Registration
User Registration After the administrator user sends an invitation to join their organization and workspace at Flokzu, you will receive an email from Flokzu. ||| It may take a few minutes, and it is also recommended to check in spam. Clicking on the link will take you to a Flokzu page where you will have to define your Username and Password to register in the system. 
System Roles are default profiles that allow you to effectively manage some actions within Flokzu. Each role acts as a set of permissions that can be assigned to users, so every time you assign a role to a user, you automatically grant them certain privileges that are already configured by default. This makes it much easier to manage access to different functions and resources and ensures clearer organizational control. In this post, we will explain in detail which roles come by default, whatFew readers