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A flow defines one kind of work your field team does, such as a delivery, a pickup or a store visit. It decides how information is shown to field workers and what they need to fill in or update on the field app while they do a task. Setting up your flows well is what lets your field team work quickly and capture complete data. Open Workflow › Flow.
Required permission:
  • View flow
Flow page
  1. Flow picker: open an existing flow to view or edit it.
  2. Flow manager: rename, reorder, duplicate or delete flows. See Managing Flows.
  3. Build with AI: describe your work in your own words and get a ready-made flow. See Build with AI.
  4. New: create an empty flow. The arrow beside it offers From a template. See Managing Flows and Templates.
  5. Mobile app preview: shows how the open flow looks on the field app. The phone button beside Build with AI hides or shows it. See Mobile App Preview.
Flows are built on a desktop or tablet browser. On a phone-sized screen the page asks you to use a bigger screen.

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Why flows matter

A flow connects the office and the field:
  • For the office: it decides which fields appear when a task is created, so every task starts with the right information.
  • For field workers: it decides the screens they see on the field app, what they must capture (photos, signatures, notes) and in what order.
  • For the business: a well-designed flow keeps data consistent and complete, which makes reports, exports and integrations reliable.
The same flow is used by every task created from it, and an organization can have different flows for different operations, for example separate flows for pickup, delivery and field sales.

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Limits per plan

An organization can create an unlimited number of flows on every plan. Each flow has a limit on the number of components: Every component placed on a page (View, Input, Photo and so on) counts toward the limit, on the Initial page and on every field app page together. The fields inside a Subpage do not count. When a flow reaches the limit, Add component and Save tell you to remove a component or upgrade your plan.

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What a flow is made of

A flow is made of pages, and each page holds components that show or capture information.

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Pages

  • Initial page: the screen shown when a task is created, on the web and on the field app. There is only one Initial page per flow. It usually holds the customer and delivery details the person creating the task already knows. See Pages.
  • Field app pages (Page 1, Page 2, …): the screens the field worker goes through while doing the task. Add as many as you need with Add page to break the work into clear steps, for example Delivery Info → Order & Proof → Receiver Confirmation.

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Components

Input, Select, View, List, Photo, Signature, Bill and Subpage can be placed on any page. Timer, Voice Note, Capture, Subflow and Video can only be placed on field app pages.

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How a flow is used

A flow goes through four stages, from the web app to the field app and back.
  1. Build it: open Workflow › Flow, then create a flow empty, from a template or with AI. Add pages and components, set the configuration and click Save.
  2. Create tasks with it: in Activities › Task, click New and pick the flow. The form shows the components of its Initial page. See Create Task.
  3. Field workers do the task: the assigned field worker opens the task on the field app. The pages, fields and their order come from the flow. Every photo, signature and answer is saved back to the task and shows on the web app.
  4. Review the results: open the task on the web app, or export the tasks. See Export.
If you import tasks from a spreadsheet, download the import template again after you change a flow, so its columns match the new fields.
Beyond the ready-made templates, flows fit many other field operations:
  • Installation and repair: before and after photos, technician notes, parts used (Bill) and the customer’s signature.
  • Site survey: coordinates, building photos, measurements and conditions.
  • Asset audit or stocktake: an asset code (Input or Capture), the quantity (Number) and the condition (Select).
  • Quality control visit: an inspection checklist (List), photos and a pass or fail answer (Select).
  • After-sales visit: customer feedback (Text or Select), product condition (Photo) and a rating (Number).
If no template fits, start from the closest one and change its pages, or build from an empty flow.

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What’s next

  • Managing Flows: create, open, rename, reorder, duplicate and delete flows.
  • Templates: start from a ready-made flow, with a description of each default template.
  • Build with AI: describe your work and get a flow.
  • Flow Builder: every part of the builder screen.
  • Pages: the Initial page and the field app pages.
  • Mobile App Preview: check what field workers will see.
  • Configuration: task list, route, time, data source and the API example.
  • Version History: see what changed and restore an earlier version.
  • Workflow: chain several flows into one multi-step process.
  • Components: the reference for every component.