This article explains what shared information is, how to create shared information, and how to add and remove shared information from flows and flow templates.
Updated August 29, 2024
| User Permissions for Accessing This Feature | |||||
| Owner | Standard Administrator | Flow Administrator | Task Manager | Guest | General |
| ○ | ○ | ○ | ○ | × | × |
What is "Shared Information"?
The feature allows users to freely enter information they wish to share with flow participants. For example, if you set a shared item named "PC" in the flow template, an input field will be displayed at the beginning of the flow. By selecting "Windows" in this field, the shared information will appear in the flow details as "PC: Windows." You can add or edit shared information at any time.
How to Configure "Shared Information"
1. Configure Shared Information Fields in the Flow Template
First, from the list of flow templates, click on the template you wish to configure shared information for. Once the flow template screen appears, locate the "Flow Template Details" section on the right side of the screen, then click the "Edit" button under the "Shared Information" option.
In the "Shared Information" popup, enter the desired item name and click "Add." The items added here will be displayed as field names in the "Shared Information" section at the beginning of the flow. Multiple items can be added as needed.
Examples of Item Names
PC, supervisor name, loaned items, branch affiliation, security card status, and other relevant shared information items.
Types of Shared Information Items and Descriptions
After adding an item, click on either the item name or the field located beneath the item name to access its settings.
The settings for the item will be displayed.
| Item | Item title |
| Required | To make a field required at the start of the flow, toggle the switch to the "on" position. |
| Item Description | Item-related descriptions and information. |
| 項目タイプ |
There are four types of items that can be configured. 1) Text Entry A text entry field will be displayed for the item. Configuration screen:
Users can select a single value from a list of multiple options.
Within flow: Users can select multiple values from a list of options.
Configuration screen: Users can enter a date value in this field.
|
The configurations added to the shared information items will be displayed at the beginning of the flow.
2. Entering "Shared Information" in the Flow
Click on "Flows" from the top left menu.
Once the list of flows is displayed, click on the "Start Flow" button located at the top right corner of the screen.
The flow creation screen will be displayed. In the third settings field from the top, labeled "Flow Template," please select the flow template for which you configured the shared information. The settings for "Shared Information" and the item names will be shown. Enter the relevant shared information and click "Start" to proceed.
Example Inputs
Item Name: Supervisor
Shared Information: Tanaka
How to Add or Remove "Shared Information" in a Flow Template
To edit the shared information, click the "Edit" button located under the "Shared Information" section in the "Flow Template Details" area on the right side of the flow template screen.
To add a new shared information item, click on the "Edit" button under the "Shared Information" section. A popup will appear where you can enter the details and click "Add" to save it. If you wish to remove a shared information item, simply click the trash can icon next to the item you want to delete.
How to Set Up Reminders for Incomplete Shared Information
The Shared Information Reminder is a notification feature that alerts users when there is any unentered shared information by the reminder date. This is particularly useful for ensuring that all necessary shared information is input before the specified trigger date.
*Reminder notifications will be sent to members designated as participants within the flow.
Click on the "Reminder Settings" tab in the shared information editing screen of either the flow template or the flow.
In the "Reminder Settings" screen, you can set up to three reminders. Select the relevant trigger, input the number of days, and specify whether it is set for business days or calendar days. Once you have made your selections, click "Add" to save the reminder.
The reminders will be displayed in the reminder list. To remove a reminder, simply click on the trash can icon next to it.
Flows and flow templates that have shared information reminders set will be indicated by an icon displayed within their detail screens.
Reminder notifications will be sent via email and integrated chat applications on the specified days.
How to Add or Remove "Shared Information" in a Flow
To add or edit "Shared Information," click the "Edit" button located under the "Shared Information" section in the "Flow Template Details" area on the right side of the flow template screen, or click the "Edit" button found in the "Shared Information" section of the task detail screen.
フロー詳細画面の場合：
Task detail screen:
The shared information editing screen will appear in a popup window.
To add a new item, simply enter the title in the "Add New Item" field and click the "Add" button.
*When adding shared information items in the flow detail screen, you will not have the option to include item descriptions or item types. If you wish to add descriptions, please do so in the flow template detail screen.
To remove an item, simply click the trash can icon next to the item name.
The display order of the shared information item names can be freely adjusted by dragging and dropping the item names as needed.
Example Inputs
Item Name: Branch Affiliation
Shared Information: Osaka