This article describes how to set up flow reservations, which can automatically start flows that occur at regular intervals.
Updated January 16, 2024
| User Permissions for Accessing This Feature | |||||
| Owner | Standard Administrator | Flow Administrator | Task Manager | Guest | General |
| ○ | ○ | × | × | × | × |
What are Flow Reservations?
Flow Reservations are a feature that automates the initiation of workflows. They are particularly useful for managing recurring business processes that occur on a monthly or annual basis.
Examples of use include the following:
- Monthly invoicing processes
- Monthly attendance closing
- Monthly payroll processing
- Semiannual employee general meetings
- Biannual performance evaluations
- Annual stress checks
- Annual selection of employee representatives
- Annual conclusion and reporting of the 36 Agreement
- Annual conclusion and reporting of discretionary labor agreements
- Renewal of contractor agreements
Caution
- Please note that flows initiated through Flow Reservations will not have any designated participants.
- If the content of a flow template with a scheduled appointment is updated, the flow will start with the updated content.
How to Set Up a Flow Reservation
1. Create a Flow Template and Open the Details Screen
Create a Flow Template in the Flow Template screen or open the details screen of an existing Flow Template.
2. Set Up a Flow Reservation for the Flow Template
Click the "Create" button located next to "Flow Reservations" on the right side of the relevant Flow Template.
A popup will appear for setting up the Flow Reservation.
| Next Flow Start Date | Enter the date when you want the next flow to start. |
| Recurring Interval |
Enter the duration for which the flow will be repeated. *You can choose either a monthly or annual interval for the recurring flow. Once you have entered the details, the next five upcoming flow start dates will be displayed under "Upcoming Flow Start Dates."
|
| Upcoming Flow Triggers |
Triggers will be displayed for setting the deadlines of each task within the flow template. For instructions on how to configure these triggers, please refer to the relevant article. Once you have entered the details, the next five upcoming trigger dates for the flow will be displayed. *Trigger dates can be modified after the flow has started. Regarding End-of-Month Settings You will have the option to select either "Same Day Settings" or "End-of-Month Settings" only when the start date or trigger dates fall on the last day of the month. |
Once you have entered the details, click the "Save" button to finalize your Flow Reservation.
Once you have saved the details, the Flow Reservation information will be displayed under "Flow Reservations," along with the date of the next scheduled flow start.
An icon will appear in the Flow Template list for any Flow Template that includes Flow Reservations.
When a Flow Reservation Starts
When a Flow Reservation reaches its scheduled start date, it will automatically initiate on that day and will be displayed in the list of flows. Please note that the reserved flow will start at 9:00 AM JST.
The start dates for each trigger set in the Flow Reservation will also commence on their respective scheduled dates.
When a Flow Reservation starts, notifications will be sent to connected chat applications (such as Slack, Google Chat, and Microsoft Teams) as well as via email.
Example of Email Notification:
Example of Slack Notification:
How to Edit a Flow Reservation
To edit a Flow Reservation, click on the "Edit" button located under "Flow Reservations" in the details screen of the Flow Template.
Once you have made the desired changes to the settings, click the "Save" button to complete the editing process.
How to Delete a Flow Reservation
If you wish to delete a Flow Reservation, click on the trash can icon located under "Flow Reservations" in the details screen of the Flow Template.
A confirmation popup will appear. Review the details, and then click the "Delete" button to remove the Flow Reservation.
