Overview
Flow turns repeatable work into process instances, human tasks, dashboards, reports, and records. A workflow definition describes the path. A running process is one real case created from that definition.
Portal
The web app is where users see assigned work, start allowed processes, open dashboards, add comments, and review task activity.
Tasks
Tasks are the main unit of work. Each task has an owner, state, form, activity record, and allowed actions.
Mobile
The mobile app focuses on tasks, dashboards, messages, optional assistants, and account actions for people who need to work away from a desktop.
Portal dashboard
The portal dashboard gives each user a quick view of their operating load and the dashboards they are allowed to open.
Work counters
Use active tasks, completed today, running processes, and errors to decide what needs attention first.
Authorized dashboards
Only assigned or permitted dashboards are shown. Open one to inspect widgets, filters, drill-downs, or exports when available.
Assistant panel
If an assistant panel is available in the tenant, use it as supporting context. It does not replace reviewing the underlying data.
Tasks and task detail
The Tasks area is the main queue for day-to-day Flow work.
Task tabs
Assigned tasks, tasks started by you, and completed tasks are separated so you can focus on current work without losing history.
Search and filters
Search by task/process context, filter by priority, process, overdue status, and SLA state, then switch between list, grid, kanban, or calendar views.
Bulk actions
Bulk actions are only safe when selected tasks are compatible: the same process and same step. If tasks differ, handle them individually.
Kanban and calendar
Kanban can change priority for your own open tasks. Calendar scheduling is for your own open tasks and planned dates.
Task detail tabs
Open a task to work through Form, Activity, Comments, and Collaboration. Activity is the record of what happened; Comments are for discussion and mentions.
Draft versus submit
Save draft keeps entered information without advancing the workflow. Submit, complete, approve, reject, or a custom process button may move the task depending on the form design.
Read-only states
Watchers, completed tasks, and tasks outside your allowed ownership are read-only. Owners and co-owners can act when the current state allows it.
Ownership and timing
Review owner, co-owner, watchers, priority, SLA, and planned date before acting. If context is missing, comment or return the task rather than guessing.
Starting a process
Manual processes can be launched from the portal/sidebar and from the mobile floating action button when the user has access.
Choose the process
Start only the process that matches the real case. A purchase request, customer escalation, incident follow-up, and document review should not share vague inputs.
Complete the first form
The first task may be assigned to you or route directly to someone else, depending on the workflow definition.
Add useful context
Include the facts the next person needs: amount, customer, document, deadline, reason, attachments, or links.
Dashboards and reports
Dashboards and reports help users inspect process data, task trends, and operational outputs.
Dashboard viewer
Assigned dashboards can include filters, widgets, manual refresh, auto refresh, drill-down, cross-filtering, export, insights, and an assistant panel when available.
Report actions
A report action opens or generates report output when the workflow and permissions allow it. It should not be assumed to advance the workflow unless the task button says so.
Exports
Export only data you are allowed to share. Follow your organization policy for customer, employee, financial, or operational records.
Decision support
Use dashboards and reports as evidence, then record decisions in the task form or comments so the activity history remains understandable.
Mobile
The mobile app is optimized for focused work rather than full designer administration.
Tabs
The main tabs are Tasks, Dashboards, Messages, Assistant, and More.
Tasks on mobile
Users can review task lists, start allowed processes from the floating action button, open task detail, submit supported actions, and use comments, activity, and collaboration sheets.
Dashboards on mobile
Open assigned dashboards, apply filters, refresh data, and inspect widget cards from the dashboard detail view.
More tab
Profile, language, update, and logout actions live in the account area.
Best practices and troubleshooting
Good Flow usage is mostly about clear ownership, accurate context, and respecting what each button actually does.
Write task instructions as actions
Use direct labels such as Review supplier quote, Confirm incident follow-up, or Approve budget change.
Do not skip context
Missing files, unclear amounts, absent customer names, and vague due dates create rework. Add the information before submitting.
Check permissions first
If a dashboard, report, process, or action is missing, the likely reason is assignment, role, workflow state, or tenant configuration.
Respect read-only mode
Watchers and completed tasks are for review. Ask an owner or admin if a completed record needs correction.
Use comments for decisions
When a decision needs explanation, put the reason in the task comment or form field so the activity record remains useful.