Creating a New Flow

    Summary: Flows enable you to create various types of automation in Ziflow. A flow can be one simple task such as converting an uploaded file to a PDF or it can be a combination of tasks bundled together such as creating proof, moving the file, and sending out an email notification. Flows can be also utilized as a way for integrating Ziflow with third-party apps using incoming webhooks. 

    We can distinguish flows into three parts:

    1. Flows based on your cloud storage (Google Drive or Dropbox) can automate tasks on your cloud storage.
    2. Flows based on intake forms which can upload proofs directly into your Ziflow account.
    3. Flows based on Ziflow webhooks which could be used as integration between Ziflow & other applications eg. Slack, Monday.com, Trello, and many others.

    Where is the feature setup? Under the Connect tab. Simply click on the "Create flow" button. 

     

    Flows based on Google Drive & Dropbox

    **NOTE - you must first connect your cloud storage (Dropbox or Google Drive) prior to creating a flow. You can do this under the "Connect" tab -> Clod Storage. If you need a detailed guide on how to connect with your cloud storage please visit this website.

    Available: on Business and Enterprise editions. 


    Start by entering the "Connect" tab and pressing a "Create flow" button located in the right upper corner of a dashboard.

    Name your flow and select previously added cloud storage connection**. Alternatively, you can add a new cloud connection from this page as well.

    Next, choose the event that will trigger your Zibot. In this example, I’m choosing “a file is added to a folder”.

    Next, we are going to “Set up details” for your event.  Please see "Understanding event settings" for more information.

    Settings above let you narrow down files that will trigger the automation later on. You can decide which files, uploaded where and by whom will trigger later actions.

    Once you're done with adjusting the trigger settings, click the "Next" button and proceed with Zibot configuration. You'll be presented with a list of available Zibots:

    Select needed Zibot that will automatically execute an action once a flow is triggered. In this help page, we'll use a convert to PDF Zibot but if you want to check other Zibot configuration settings please visit the following website.

    Once you've adjusted Zibot settings you can click "Next" and then save and turn on the flow. Please note that you can also connect many Zibots in one flow. These Zibots will be triggered one by one.

    At this moment the flow is ready for use. You can drop a file in your cloud drive and see how flow picks it up and actions the automation.

     

    Flows based on Intake Forms

    **NOTE - firstly you need to create an intake form that can be later used in the flow. You can do this under the "Connect" tab -> Intake forms. If you need a detailed guide on how to create an intake form please visit this website.

    Summary: The Intake Forms feature, unique to Ziflow, allows your designers, customers and stakeholders to submit proofs directly into your account using a simple link and have a workflow automatically assigned to that proof. 

    You can create as many intake forms as you need in just a matter of minutes, each with its own customized branding, title, description, as well as upload options and custom properties.

    Our intake forms not only handle file submissions, but also text which we’ll automatically convert to a PDF for review. 

    Available: on Business and Enterprise editions. 

    Once your first intake form is ready follow the steps below. You start by clicking on the “Create flow” button inside the Connect tab:

    Then an “Intake form” must be selected as the application:

    Select the “On submit” option as the event.

    At this point, you need to choose from the list which intake form should be connected to the Zibot (alternatively you can also create an intake form from this level):

    Once you’re done with the event configuration, you can proceed to set up an actual Zibot that is going to create proofs, send a request to a third-party app or create a path:

    In this article, we'll cover a scenario that will create proof out of the file submitted through the intake form. Our next step will be proof configuration: building a workflow, adding reviewers, adjusting proof settings etc. If you need more information on that please visit the following Help Page.

    When you’re done, click the “Next” button and you will be asked to confirm if the Zibot should be saved and activated.

    After saving the Zibot, the process is finished. Users can start submitting files through the intake form. Whenever someone uploads a file through the form, a proof will automatically be created.

     

    Webhook flows

    Summary: Having the ability to keep your projects in sync as proofs progress through the review and approval workflow, or being able to create proofing tasks for reviewers in your PM tool is a valuable component that Ziflow offers. We are actively working on extending our Zibots and integrations platform.

    Available for: Administrators on Enterprise edition.

    Our newest Zibots allow you to trigger a flow when the following events occur on a proof:

    • New proof/version: triggers when a new proof is ready for review.
    • Decision: triggers when a decision is made by a reviewer or when a decision is updated on the stage and/or proof.
    • New comment/reply: triggers when a reviewer adds a comment/reply to the proof.
    • Comment resolved: triggers when a comment is marked as resolved.
    • Comment labelled: triggers when a reviewer labels a comment.
    • Proof updated: triggers when the proof folder, setting or custom propoerty is being changed.
    • Stage updated: triggers when stage is started or when reviewer is added/removed.

    Where is the feature setup?  

    Click on the “Connect” tab in the upper left corner of the screen, then click on the “Create flow” button. Instead of connecting to cloud storage, select the “Ziflow” application.

    How does it work?

    The first step is selecting the event that will trigger your Zibot:

    Next, you will be presented with the event details page, which will vary depending on which event you select.

    1. Triggered by - select the type of request that will trigger the Zibot.
    2. Created in - select the Ziflow folder that will be monitored by this flow.
    3. Created by - select the user that will be responsible for this flow activation.

    1. Triggered by decision made - select what level decision needs to be made in order to activate the flow.
    2. Type of decision - choose the type of decision that needs to be made in order to activate the flow.
    3. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by new comment / new reply - choose which option should activate the flow.
    2. Made by - choose if a Zibot should be activated by a specific reviewer or by anyone that adds a comment/reply.
    3. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Comment is labelled as - select which label(s) should trigger a Zibot.
    2. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by - select which type of the proof updated event should trigger the Zibot
    2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by - select which type of the stage updated event should trigger the Zibot
    2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.

    Next, choose a Webhook or Path Zibot:

    Set up Webhook Zibot details:

    1. Create - select the type of request.
    2. URL (required) - enter the application URL where you will be sending the data.
    3. Query String Parameters - add which parameters you want to send.
    4. Headers - enter the header values for each request.

    Once you hit the “Next” button, Ziflow will confirm if the flow looks good. If there are no problems, name the flow and turn it on.

    Additional information: