Private vs Shared Flows In Form Steps

Last Updated: 07/03/2018 Introduced in Version: 3.0

Overview 

This tutorial demonstrates how to use Private and Shared Flow modes in Form steps. This Flow modes are used in the Flow Designer in Form steps. If the Form is Assigned it is possible to perform some additional actions when Form is being assigned.

Example

In this example we are going to create a Flow that will notify Admin user. We will trigger this Flow from our Main Flow with the Form Assignment. Moreover, we will show in this example the difference between Private and Shared Flow modes in the Form steps.

First, we are going to create our Notification Flow that will be triggered from the Main Flow. In the Designer Folder we click Create Flow on the Folder Actions Panel.

In the resulting window we Name our Flow, we set our flow behavior to Form Assignment Handler Flow, and click Create to proceed to the Flow Designer.

 

First, in the Flow Designer we select Start Step in the designer studio and  in the Properties tab under common properties and under Flow Input Data select Show Editor link to add input parameter to the Flow.

 

We add four inputs to this Flow: URL, Assignment ID, Step Tracking ID, and Flow Tracking ID.  
All Data is of string type and Can be Null.

 

Next, we add Send Notification step from the All Steps [Catalog] > Communication category. Then, we connect the outcome from this step to the End Step in our Flow.

 

Then, we select Send Notification step in the designer studio. In the Step Information Layer we locate NotifyUser box and using Add New link we add Admin user.

 

 

Next, we define Constant Subject for the Notification and Text Merge.Plain Mapping type for Message field and click Show Editor.

 

 

In the Text Merge Editor we use our Flow Inputs for informational purposes. Click Ok to save and close Text Editor.

 

This completes our Flow. We can save and close Flow Designer.

 

Now, we can create our Main Flow. In the Designer Folder we click Create Flow on the Folder Actions Panel.

Then, we Name the Flow and click Create to proceed to the Flow Designer.

 

In the Flow Designer we add Show Form step from Favorite Steps category.

 

In the resulting window we Name our Form and select Create.

 

Our Form for this example has only one Button component. When finished designing the Form we can save and close Form Designer.

 

 

Back in the Flow Designer we connect the outcome from Show Form step to the End Step in our Flow. Then, we change the Assignment Type for the Form step from InSession to Assigned.

 

Next, we choose and assign the form to a user. 

 

Then, in Form Step properties we locate under Assignment Set up and then On Step Run section and in the drop down select from the three options. Here we are able to choose Private or Shared mode for the Flow to Run.

 

We pick Shared Flow mode. Mention, that we have some additional Parameters available now (URL, Assignment ID, Step Tracking ID, Flow Tracking ID). This is Data that we can send to the Shared Flow. We use Flow picker to select a Flow to Run.

 

Then, we pick our Notification Flow that we created previously in this tutorial and click Ok.

 

This completes our Flow. We can save it and close Flow Designer. In the Designer Folder we locate the Main Flow and select Run flow. 

 

Two Notifications pop-up. One that tells us about Form Assignment. Another is our custom, from the Notification Flow. It contains Data that was passed from the Main Flow. This is how Shared Flow mode works in Form Steps.

 

2017-01-27_143706

 

Then, we are going to Edit our Flow to switch Run Flow mode to Private.

2017-01-27_143752

 

In the Flow Designer we select our Form step on the workspace, locate Show Flow To Run dropdown menu and pick Private. Mention, that we are not able to pass parameters like URL, Assignment ID, Step Tracking ID, and Flow Tracking ID… This is how Private mode differs from Shared Flow.

 

 

Then, we can use Flow Picker to select the same Flow that we selected for Shared Flow mode. Save and close Flow Designer.

 

Note, that we still have two Notifications popped up. Mention, that this time our custom Notification has Null values of URL, Assignment ID, Step Tracking ID, and Flow Tracking ID. This is because we used Private mode.

 

2017-01-27_145516

 

 

Additional Resources