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FlowX

Example workflow templates

Configuration recipes

Step-by-step configurations for common operations workflows. These are examples an administrator sets up in FlowX — there is no one-click template install.

Purchase approval flow

A sequential two-level approval for purchase requests raised to a Procurement department, with escalation if a level stalls.

Configure this workflow

  1. On the Organization page, give the Procurement department a request service such as "Purchase request".
  2. In Settings → Workflow, create a flow named "Purchase approval", set decisions to move sequentially, and add two levels: level 1 assigned to the department manager, level 2 to a named finance approver.
  3. Scope the flow to the Procurement department and the "Purchase request" type, set it to apply automatically to new requests, and set escalation hours.
  4. Publish the flow. New matching requests instantiate this chain automatically; rejected ones can be resubmitted per the flow's resubmission behavior.
Approval flow templatesApprovalsRequestsOrganization structure

Document sign-off

Version-controlled documents that require a chosen set of approvers before publication.

Configure this workflow

  1. Create folders per department in the document library and upload the document; it starts as Draft.
  2. Choose "Request approval", pick the approvers, and select a mode: All must approve, Any one approver, or In sequence.
  3. Approvers decide from their queue; a rejection requires a reason and the document can be resubmitted.
  4. Uploading a new version returns the document to Draft for re-approval, with the full version history retained.
Document libraryDocument approvalsAudit log

Shift & site handover routine

A recurring checklist task generated per shift or site, with compliance tracked over time.

Configure this workflow

  1. Create a routine named for the site or shift, set the frequency (for example Daily), and assign the responsible team members.
  2. Put the checklist into the routine description so every generated task carries it.
  3. Assignees complete each occurrence and attach photos or files as evidence.
  4. Managers watch the compliance percentage on the Routines page and request a resubmit with feedback when a handover is unsatisfactory.
Routines (recurring work)TasksDocument librarySLA tracking

Department service catalog & SLA defaults

The foundation of cross-department work: each department publishes what other teams can request from it, with per-priority SLA targets applied automatically.

Configure this workflow

  1. On the Organization page, open each department and define its request services — e.g. "Access request" for IT, "Payment request" for Finance, "Room maintenance" for Facilities.
  2. In Settings → SLA defaults, set service-level targets per priority (stored as working hours; the clock skips your configured weekend days).
  3. In Settings → General, set the workspace timezone and weekend days so SLA deadlines are computed on your calendar, not a generic one.
  4. From then on, "New request" offers each department's services in its Type field, pre-fills the SLA target, and routes approval to the receiving department automatically.
Organization structureRequestsSLA tracking

Three-level approval with time-based escalation

A sequential chain that climbs the hierarchy — department manager, then executive, then a named final approver — and escalates automatically when a level sits idle.

Configure this workflow

  1. In Settings → Workflow, create a flow with sequential decisions and three levels: level 1 Department manager, level 2 a department role (e.g. Executive Manager), level 3 specific users.
  2. Set "Escalate after (hours)" and an escalation contact — when a level exceeds the window, that person is notified once per level per version.
  3. Choose a resubmission behavior — restart from the first level, from the rejected level, or retain approved levels — so a rejection doesn't force everyone to re-decide unless you want it to.
  4. Scope it to the departments and request types it should govern, set it to apply automatically, and publish. The requester is excluded from every level by design.
Approval flow templatesApprovalsOrganization structureNotifications

Incident escalation from a conversation

Turn the moment an incident is reported in a thread into tracked, owned work — without switching tools or losing the discussion context.

Configure this workflow

  1. In Settings → Operational conversations, enable the flag types your teams need — Blockers, Risks, Escalations, Decisions, Approvals.
  2. When an incident lands in a task or request thread, use "Convert to action" on the message and pick Escalation or Blocker; fill the owner and due date in the sheet.
  3. If the response needs sign-off, convert a message into an approval instead — pick the mode and approvers; the decision is recorded on both the thread and the approvals queue.
  4. Mention responders with @ to pull them into the conversation, and resolve the flag when the incident closes — the thread, actions, and decisions stay linked to the record.
Operational conversationsApprovalsTasksNotifications

Read-only auditor access

Give an internal or external auditor a tightly-scoped view — the audit trail without the ability to touch anything.

Configure this workflow

  1. Invite the auditor from User management with the Viewer role — read-oriented by default, and role names can be relabeled to your terminology.
  2. In Settings → Members & roles, review the capability matrix so the Viewer role sees exactly the pages you intend — for example View on the Audit log and Reports, nothing else.
  3. For one specific auditor, use the Permissions tab on their user record to override single capabilities — each cell is explicitly Role, Allow, or Deny.
  4. The auditor filters the append-only log by date, user, and category; a workspace administrator exports it to CSV when the plan includes audit export.
Roles & permissionsAudit logAudit log CSV exportOrganization structure

Monthly SLA review pack

A recurring management rhythm: a monthly routine generates the review task, a saved report supplies the numbers, and a schedule tells the owner when it's ready.

Configure this workflow

  1. Create a Monthly routine named "SLA review" assigned to the operations manager, so the review task appears automatically each month.
  2. In Reports, run the SLA report filtered to the period and departments you review, and save the configuration for reuse ("Save current").
  3. Add a monthly schedule for it — FlowX runs the report and notifies the owner in-app when the run is ready. Note: schedules do not email a file attachment.
  4. Attach the exported numbers and the meeting minutes to the routine's task, so each month's review is a complete, auditable record.
Routines (recurring work)ReportsScheduled reportsSLA trackingTasks

Workspace administrators configure these workflows in FlowX settings. The steps above use the product's own screens and labels — nothing is installed automatically.