Create a Flow Workspace Template

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:

1. Click on + Create on the Flow Workspace Templates page. Then select Flow Template.
2. Fill out the general information needed for your template, including:

• • 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. 

3. Click Continue to start adding the actions and build the steps in your Flow.
4. 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. 

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.

Flow Branching

Flow Branching enables you to create non-linear paths in a process based on user input, ensuring efficiency and customization in every scenario. Alternative Branches allow multiple paths within a single workflow, triggering different actions based on user responsive or conditions in the previous step. This is especially useful for businesses with complex processes, like client onboarding or new digital marketing services, to tailor workflows based on client choices. 

Note - a maximum of two alternative branches are allowed between each action in your flow. 

The flow must be set to sequential order, with a form action in place prior to where the alternative branch is added.

Setting Up Alternative Branches in a Flow:

1. Add a title to the Alternative Branch. For example, document submission for tax preparation. You can also add a description for clarity. 
2. Under Rule 1, choose the specific question within the form that triggers the branch. For example, "What type of service do you require?"
3. Select the condition that will activate the branch. Then proceed with the branch setup. 
4. Click Add to finalize the branch rules. You have now created an Alternative Branch in your flow.

Adding Actions in an Alternative Branch:

Add actions in each Alternative Branch based on the paths you would like supported in the flow. To add actions in a branch: 

1. Click the '+' icon in the Alternative Branch flow.
2. Add any action based on the requirement.
3. Then review and click Save.

Now you have successfully created an Alternative Branch in your flow, providing a customized experience based on client choices. 

Assignee Experience

When a user is assigned actions in a flow that has alternative branches, the path that appears depends on the selections the user makes in a form action. The assignee will:

1. Click on Get Started and enter the flow workspace. 
2. As the flow proceeds, the assignee will complete a Form action.
3. After completed the form, based on the input, the assignee will be guided to a particular branch created by the flow owner. 

Milestones 

You also have the option to add milestones to your workflow template. Milestones enable you to group actions into key stages inside of your flow and track completion of critical stages in your processes. 

To add a milestone:

1. Click the '+' icon above the action that you would like to include inside of that milestone. 
2. Add a Title to the milestone based on the stage of the process or project, as well as a Description. 
3. Then click Add.
   
   
   
   
4. Edit and finalize all milestones added to your flow before proceeding, ensuring the correct actions are grouped under the correct milestones.

Once you add a milestone to one step, all subsequent steps will be added to that specific milestone. Any preceding steps will be added to another milestone. 

By hovering over a milestone you will have the option to edit, duplicate, or delete that milestone. 

Automations 

You can add automations by clicking Automations in the top left of the flow builder. 

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. 

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. 

Edit Template Information

You can edit your template details by clicking Details in the left sidebar. In addition to the template name, description, permissions, and icon, you can also add a cover image that will be applied to all workspaces created from this template.