Shadow Flow is an advanced capability designed to launch parallel workflows supporting a primary process, allowing businesses to manage complex workflows efficiently. Whether handling internal tasks, coordinating approvals, or collaborating with external stakeholders, Shadow Flow enables seamless parallel execution without disrupting the main workflow.
With customizable visibility, Shadow Flow provides flexibility in managing workflow dependencies—businesses can choose to keep certain processes hidden or selectively visible based on roles and context. This ensures efficient coordination across teams, minimizes bottlenecks, and streamlines intricate workflows.
Shadow Flow is accessible via the Flow Template Builder, where users can configure parallel workflows to enhance efficiency, improve complex process management, and ensure critical steps are completed before moving forward.
Key Benefits
- Enhancing efficiency: Parallel workflows reduce bottlenecks and speed up task completion.
- Improving coordination: Designated roles can collaborate efficiently on parallel shadow flows without disrupting the primary workflow.
- Maintaining focus: Participants see only their tasks, ensuring a streamlined experience.
- Simplifying complexity: Manage intricate workflows with clarity and precision.
Example Use Cases
- Onboarding simplified: Internal tasks, like implementation prep or compliance reviews, run parallel to client-facing onboarding steps.
- Document review: Multiple departments can assess documents independently before the primary workflow can proceed. For example, sensitive information can be collected in a Shadow Flow by appropriate roles without visibility in the primary flow if necessary.
- Product deployment management: Backend configurations are completed without interrupting the primary workflow.
Shadow Flow provides businesses with a powerful way to manage dependencies, improve workflow execution, and streamline complex processes—all while ensuring a smooth experience for all flow participants.
Adding a Shadow Flow in a Flow Template
Shadow Flows can be added in the Flow Template Builder. To add a shadow flow:
- Go to the Library. Create a new flow template or edit an existing one.
- Once in the flow builder, navigate to the desired location in the flow.
- Drag and drop Shadow Flow from the Control section of the left-side menu, or click the '+ icon and select Shadow Flow.
- Define Shadow Flow details:
- Specify the roles of internal participants.
- Add extra participants if necessary.
- Provide a suitable title and description for the Shadow Flow workspace. Use DDR to pull data from the main workflow, ensuring relevant information is available in the supporting flow.
- Click Next to start building your Shadow Flow.
- Add actions, such as Approvals, File Requests, and more, to your Shadow Flow.
- Incorporate layout elements like Milestones, controls like Automations, Conditional Branch, Decision Branch, Wait, as well as integrations.
- Specify roles and participants - define roles and assign participants by going to the Roles section in the left side menu. Click Details to view and edit the Shadow Flow workspace details.
- Select whether the flow should follow a sequential order.
- Finally, click Add Shadow Flow to finalize adding the shadow flow to the main workflow.
Using Wait with Shadow Flows
Pause the main flow until specific Shadow Flow events are completed with Wait. Add Wait to your flow and define the required Shadow Flow action that needs to occur before your workflow can continue. The workflow pauses with a Wait stage, ensuring everyone has clear visibility into what's pending and why, keeping workflows transparent and organized.
To use Wait with Shadow Flow:
- Once a Shadow Flow is added in the main flow, drag and drop Wait from the Control section of the left-side menu, or click the '+' icon and select Wait.
- Add Wait details like Title, Description, and Due Date. Then click Next.
- Add app details by searching for the app name or action details on the left, as well as available Shadow Flow actions on the right.
- Link the Wait step to the Shadow Flow event, then click Next.
- Preview the setup and click Add.
You cannot add Wait to a live flow, to use with a Shadow Flow. Instead, you must add Wait during the template creation process to use it with a Shadow Flow.
Using Wait with Shadow Flow means the Wait step will be added to your main flow. Wait will pause the main flow until a specified event occurs in a connected Shadow Flow or third party app. This does not require an assignee, and will be automatically be marked as 'completed' once the event is triggered, enabling the workflow to proceed seamlessly.
Managing Shadow Flows
Once the Shadow Flow has been added, you have a few management options.
Edit the Shadow Flow:
- Hover over the Shadow Flow step you wish to edit.
- Click the 'Edit' icon to make any necessary changes.
- After making changes, click Save Shadow Flow.
Duplicate the Shadow Flow:
- Hover over the Shadow Flow.
- Click the 'Duplicate' icon to create a copy of the step.
Delete the Shadow Flow:
- Hover over the Shadow Flow step you wish to delete.
- Click the 'Delete' icon to remove the step.
Best Practices for Using Shadow Flow
- Ensure proper role allocation: Clearly define roles and responsibilities within Shadow Flow to avoid any confusion once live.
- Leverage DDR effectively: You can pull relevant data from the main workflow to streamline Shadow Flows.
- Maintain transparency: Use Wait to keep workspace members informed on workflow status.
- Test Shadow Flow: Run a test workflow to ensure all internal and client-facing steps are functioning as needed.