Create easily reusable flow workspace templates for structured processes. Drag and drop actions to create a workflow, and set up workspace roles to assign actions to different users.
Create a New Flow Workspace Template
To create a new template:
- Click on + Create on the Flow Workspace Templates page. Then select Flow Template.
- Fill out the general information needed for your template, including:
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- A template name, icon, and description
- Access permissions on who can use this template
- You can choose to make the template private (visible only to yourself) or shared (visible to all internal users)
- Template roles
- These roles should represent the people who will need to take action in this flow. You can add as many roles as required for your process. In order to add another role, click + Add Role.
- Click Continue to start adding the actions and build the steps in your Flow.
- Once you are done building your template, click Create Template in the top right corner. Your template will now appear in your Flow Workspace Templates page.
When building an instant flow or editing a flow template, access the template meta data and workspace details by click on the 'Settings' icon at the top next to the flow name. By centralizing all template-related information under a single, easily accessible location, this ensures quicker and more efficient flow template management.
Build your Workflow
Once you’ve filled out your basic template information, you will be taken to the workflow builder.
This is where you can build and configure your workflow, starting with dragging & dropping business actions.
Drag and Drop Actions
Create your workflow by dragging & dropping actions from the left toolbar into the flow section. You can reorder actions by dragging and dropping them into the correct positions.
Hover over an action to edit, duplicate, or delete that action.
Define the Action Order
On the top right corner, you’ll find a toggle button for Sequential Order. By selecting this option, the participants of the flow will need to complete the flow steps in the order that you place them. If you do not select this option, participants will be able to complete steps in any order, or simultaneously.
You can change the order of the flow by dragging and dropping steps in the order that you would like them.
Even if Sequential Order is toggled 'On', you have the option to make specific actions in your flow non-sequential.
While creating or editing actions, you’ll find a toggle button under Additional Options to Skip Sequential Order. Toggling this ‘On’ will enable users to complete this specific action in parallel with the previous action in the flow, in a sequential flow.
You can also select the Require Preparation option under additional options. This enables you to indicate whether a specific action requires preparation before proceeding. If the preparation is toggled 'On', the assignee will see a Prepare sign and can take necessary preparatory steps before completing the action. The action can also be reassigned to another internal user if needed.
Only one preparer can be assigned per action, and it must be an internal user. This feature is available for all action types, except Time Booking and third-party integration actions.
Milestones
You also have the option to add milestones to your workflow template. Add Milestone Templates, which enable you to group actions and support a wider range of flow capabilities like automations, conditional branching, decision branching, wait, and integrations - almost like mini-flows - that can be seamlessly integrated into existing flow templates and flow workspaces, which help track completion of critical stages in your processes.
To add a milestone in a flow template:
- Click the '+' icon above the action that you would like to include inside of that milestone.
- Select Milestone. You can either add a New Milestone or an already created Milestone Template.
- If you are adding a pre-built milestone template, then simply select the desired template and click Continue.
- Fill in the milestone details and click Add.
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If you are adding a New Milestone, then give a Title to the milestone based on the stage of the process or project, as well as a Description.
- Go to the Additional Options to enable dependency support for Milestones and custom execution order support.
To know more about how dependency support for Milestones and custom execution order support in workflows work, go to Intro to Milestones.
Automations
You can drag and drop Automations from the left-hand panel under Control, or click the + button between action steps in the flow and select Automation.
Automations can be used to automatically trigger other activity (either in Moxo or external applications) when a flow action is completed in Moxo.
Examples include sending files from a file request to cloud file repositories, sending an email when a task is completed, kicking off another workspace once one is complete, or automatically scheduling a meeting.
Learn how to set up Automations here.
Conditional Branch
Conditional Branch is an advanced rule-based decision making capability within workflows. It enables dynamic adaptation based on DDR (Dynamic Data Reference), form inputs, flow steps, and other data-driven conditions. This feature enables users to build highly customized, adaptable workflows that automatically adjust based on conditions in a flow - offering greater flexibility and efficiency.
Learn more about Conditional Branch.
Decision Branch
Use Decision Branch within workflows to create dynamic paths that adapt based on user input. Available under the Control section, this feature simplifies the process of managing multi-step workflows by ensuring the right actions are taken based on real-time choices.
Learn more about Decision Branch.
Shadow Flow
Shadow Flow enables parallel workflows that extend and support the primary process, helping businesses efficiently manage complex operations. Whether it's coordinating approvals, collaborating with external stakeholders and specialized teams or handling internal tasks, Shadow Flow allows seamless execution of parallel processes without interrupting the main flow.
With customizable visibility, Shadow Flow offers flexibility in managing complex workflows. Businesses can control which processes remain hidden or visible, depending on roles and context, ensuring smooth coordination across teams, reducing bottlenecks, and streamlining complex workflows.
Learn how to set up a Shadow Flow here.
Wait
Add the Wait step to your workflow to ensure that processes only move forward when a specific external event, or a Shadow Flow has been completed.
Wait introduces a clear pause in the workflow, improving visibility, reducing the risk of missed steps, and enhancing overall reliability. When a workflow reaches a Wait step, it halts until the defined condition is met. Once the required action is completed, the workflow automatically resumes; if the action fails or is cancelled, the workflow remains paused, preventing premature progression and ensuring data integrity.
Learn more about Wait here.
Dynamic Data Referencing
Flow builders can leverage dynamic data reference (DDR) in flows. Dynamic Data Reference enables seamless data flow across actions, integrations, and automations within each flow, allowing you to leverage information across multiple actions. DDR lets actions dynamically access information from earlier stages or external sources, like forms, third-party apps, and workspace properties, reducing manual data entry and minimizing errors. Users can use DDR to support seamless file sharing between main and shadow flows.
Workspace Variables
Workspace Variables are dynamic values that enable passing and referencing custom data across branches, actions, and automations in your flow workspaces, using DDR. These variables streamline workflows by eliminating the need for repetitive data entry, enabling data to be set once and automatically used where needed in the flow. Workspace Variables are essential for helping to create more efficient and data-driven workflows, as they tailor the experience based on the data provided. They can also use DDR to trigger actions and send updates to third-party systems. This ensures seamless integration and automation by enabling dynamic updates, such as syncing data to CRMs or triggering notifications in external platforms.
Add or Edit Roles
You can add or edit roles from the workflow builder by clicking Roles in the left sidebar. You can delete roles by clicking ‘X’ next to a role that you’ve already created.
Validations for unassigned roles and incomplete fields are optional, giving users the flexibility to skip certain inputs during template creation. Users can create multiple roles, and unassigned roles are now retained during template creation, allowing users to assign actions or reassign steps to these roles later, either during runtime or in real-time.
Adding New Roles in a Flow Template
Users can now create new roles on the fly while creation an action in a flow template, or add roles in an existing flow template.
To add new roles or modify roles when building a flow template:
- Go to the Library and select Flow Workspace under the Templates section.
- Click on +Create to create a new flow workspace template.
- Enter the required details, such as the Template Name and Description. Specify who can access the template and add roles to the template as needed.
- Once roles have been selected, click Continue to proceed to the flow builder.
- Build the flow by dragging and dropping actions and controls.
- Under the Who needs to complete this section, you will see all existing roles you have created.
- If a new role is required while adding an action, click on + Add Role to add roles on the fly. This allows users to create and assign roles without exiting the action creation process.
- Define and create the new role as per your needs.
- Click on the tick mark to confirm adding the newly created role. Select the new role to associate with the relevant action.
Editing Roles
You can edit roles by clicking on the '...' ellipses icon to set a default assignee, or delete a role, making role management easier.
For processes where one or more roles are consistently assigned to the same individual, eliminate the need for repetitive searching and manual assignment each time the flow is created. By setting a default assignee, users can automate this part of the process, significantly improving efficiency, reducing errors, and creating a smoother, flow-building experience that enhances overall user control.
To add new roles or modify roles in an existing flow template:
- Follow step one in the above section. Then choose the desired flow template from the Library.
- Click on Edit to modify the selected flow template.
- Navigate to the Who needs to complete this section, and click on the role dropdown to see existing roles.
- Add new roles if necessary by selecting +Add Role.
- Define and add the role as required.
- Click Save Changes to update the flow template with the new or modified role.
- The flow template will now reflect the newly added role for the specified action.
Manage Details
Flow workspace template builders can manage essential workspace information through the Details tab. Here's what they can do:
Edit Workspace Information
From the Details tab, users can:
- Update the Workspace Name
- Edit the Workspace Description
- Customize the Welcome Message
Set Workspace Due Date
Set due dates at the workspace level, allowing you to define a timeline for an entire project or workflow.
- No Due Date
- Due in 1 Week
- Due in 2 Weeks
- Customize Due Date: Click on Customize Due Date from the dropdown menu and specify the number of days or weeks and click Save to apply.
Enable Auto-Archive
Users can enable the Automatic Archive option.
The workspace will auto-archive for all members once all actions are completed and a specified period of inactivity is reached.
Upload Visual Elements
- Cover Page: Upload a custom cover image for the workspace.
- Icon Image: Add an icon for easy identification.
Set Workspace Tag
Tags added here will be applied to any workspace created from the template. These tags help in organizing and filtering workspaces efficiently.
Click on Edit to add pre-set tags.
Learn more about Workspace Tags.
Define Workspace Variables
Configure Workspace Variables that will carry over to any workspace generated from this template. These variables can be customized to meet specific flow requirements.
Click Config to add or edit variables.
You can add new Workspace Variables by clicking on + Add Variables. Edit or Delete the existing variables by clicking on the “...” ellipses icon.
Learn more about Workspace Variables.
Edit Template Information
You can edit your template details by clicking on the 'Settings' icon at the top, making these details easily accessible. By centralizing all template-related info under a single location, this makes template management more efficient.