Exposing Flows as Actions in the Portal
  • 06 Nov 2023
  • 2 Minutes to read
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Exposing Flows as Actions in the Portal

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Article Summary

Feature Details
Introduced in Version--
Modified in Version8.16
Modification DetailsAfter v8.16, users can only select a special Flow behavior: "User Action Flow [Folder Aware]" in the "Pick or Create Flow" dialog.

Overview

Administrative users have the flexibility to configure the platform to initiate a Flow in various ways. One of the available choices is to trigger a Flow by establishing a user action associated with a folder, enabling end-users to initiate the workflow. 

User Action Flow

Users are unable to run regular Flows within this custom Action. Instead, it utilizes a distinct Flow Behavior called "User Action Flow [Folder Aware]." This particular Flow doesn't permit users to specify Input Data. You can create this Flow before configuring the custom Action by adjusting the Flow Behavior type or during the custom action configuration process.

Folder Permission

Users may need to edit specific Account/Group Folder Permissions to provide proper access to these actions. For more information, refer to the article Setting Folder Permissions.

This document provides a guide for admin users on creating a custom user action on a folder, allowing it to execute a Flow.

Configuration

  1. Navigate to a Designer Project. Right-click on the Folder > Manage > Page/Dashboard > Add Flow As Action. The "Add New User Action" dialog box will open.
  2. Configure the settings referring to the following table and save the settings by clicking on the Add Action button.
NameDescriptionDifference in Primary and Secondary Actions
Action Type
  • RunFlow: Will run the Flow to start the workflow process.
  • OpenFolder: Allows to open a specific folder. Selecting this option will expose a new field. This field will allow users to choose the folder that needs to be opened.
Action NameName to be shown on the Action
Display Type
  • Primary: This will format the Action Name in Bold text.
  • Secondary: This will format the Action Name in regular text.
Note: The Primary actions are shown on top of the Secondary actions from the available menu. Refer to the image within the next column.
Display OrderTo determine the order of Actions in the Menu, you can assign a Display Order. The Display Order starts with "-1" and continues incrementally from there. If you want a particular Action to appear at the top of the menu, give it a Display Order of "-1". The second Action will have a Display Order of "0", and so on for subsequent Actions.
Pick or Create FlowUsers can create a Flow or pick the already created Flow.
Note: This will allow you to pick only "User Action Flow".

Example

In the following example, we have added Custom Actions to the "My Documents" folder that runs a Flow. The Flow has a Show Form Step that lets users fill in details and submit the Form.


Feature Changes

Description
Version
Developer Task
After v8.16, users can only select a special Flow behavior: "User Action Flow [Folder Aware]" in the "Pick or Create Flow" dialog. Earlier, it allowed to pick all types of Flows.
8.16[DT-039164]


For further information on Flows, visit the Decisions Forum.

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