This article provides guidance on how to manage automated Flows in the Neodeluxe Client Portal, including editing Flows, messages, and tasks and deactivating/reactivating Flows.
Editing Flows, Messages, and Tasks
1. Click the name of the flow you want to edit in the Flows list.
2. Modify the flow details, messages and/or tasks as needed, and then click Save. For more information on adding messages or tasks, please read Creating a Flow Message or Creating a Flow Task.
3. A notification displaying that the Flow, Message, or Task was updated, will appear in the bottom-right corner. The fields that can be edited will depend on the flow status:
Status: Draft
When a Flow is set to Draft, most fields in the Flow Details tab can be edited, including:
- Name
- Is Active
- Description
- Notifications
- Entry and Exit Criteria
Additionally, messages and tasks can be edited or created in their respective tabs.
Status: Live
When a Flow is set to live, only the following fields in the Flow Details tab can be edited, including:
- Name
- Is Active
- Description
Additionally, you can still create or edit existing messages in the Messages tab, except the Send Immediately option. The changes on the message will apply for the messages sent after saving changes.
New tasks can also be created within a Live Flow. Existing tasks can also be edited for only the following fields:
- Task Name
- Is Active
- Recipient Roles
Deleting and Deactivating Flows, Messages, and Tasks
A flow cannot be deleted, nor can the associated tasks and messages. However, an active flow, its messages and/or tasks, can be deactivated by following these steps.
Deactivating Flows
1.Click the name of the Flow you wish to deactivate.
2. Locate the Is Active dropdown field and select No to deactivate the flow.
3. Click the Save button and confirm the action by clicking the Save button in the confirmation popup to apply the changes.
NOTE:
- When the flow is deactivated, all its configurations are also deactivated. When the flow needs to be reactivated, the messages and linked tasks will also be activated. Unlinked tasks will require manual activation.
- In the Messages tab of an inactive flow, the +Create Message button is disabled.
- Projects that were enrolled in this flow, will keep enrolled when the flow is deactivated, but their corresponding tasks will be hidden.
- In the Tasks tab of an inactive flow, the +Create Task button is enabled.
4. A notification displaying Flow Updated Successfully will appear in the bottom-right corner of the screen.
5. Tick the Show Inactive Flows checkbox to display the inactive flows highlighted in red in the grid.
Deactivating Flow Messages
1. Click the name of the Flow you wish to deactivate messages for.
2. Click the Messages tab at the top of your Flow screen.
3. Click the message name at the messages grid, locate the Is Active dropdown field and select No to deactivate the message.
4. Click the Save button to apply the changes.
5. For Live Flows with messages that have linked tasks, a Reminder pop-up will appear displaying, "The linked task(s) will be deactivated. When the Message is set as Active again, the linked task(s) will automatically resume its Active status."
6. A notification displaying Message Updated, will appear in the bottom-right corner of the screen.
7. Tick the Show Inactive Messages checkbox to display the inactive messages highlighted in red in the grid.
Deactivating Flow Tasks
1. Click the name of the Flow you wish to deactivate tasks for.
2. Click the Tasks tab.
3. Click the task name at the task grid, locate the Is Active dropdown field and select No to deactivate the task.
4. Click the Save button to apply the changes.
5. For Live Flows with tasks, a Reminder pop-up will appear displaying, "Please note that the Flow is currently Live. The change will only impact projects that have not yet been scheduled to receive the task. For projects already included in the Flow, the change will not be applied."
6. A notification displaying Task Updated, will appear in the bottom-right corner of the screen.
7. Tick the Show Inactive Tasks checkbox to display the inactive tasks highlighted in red in the grid.
Reactivating Flows, Messages, and Tasks
To reactivate an inactive flow, message, or task, follow the following steps.
NOTE: An Active flow differs from a Live flow. A Live flow is actively evaluating projects, and validating when the specified criteria are met for project enrollment.
Reactivating Flows
1. Tick the Show Inactive Flows checkbox to display the inactive flows highlighted in red and click the flow name to access the Flow's details.
2. Locate the Is Active dropdown field and select Yes to activate the flow.
3. Click Save to apply the changes.
4. A notification displaying Flow Updated Successfully, will appear in the bottom-right corner of the screen.
NOTE: When the flow is reactivated, the messages and linked tasks will also activate. Unlinked tasks will require manual activation.
Reactivating Flow Messages
1. Click the name of the Flow you wish to activate messages for.
2. Tick the Show Inactive Messages checkbox to display the inactive messages highlighted in red and click the message name.
3. Locate the Is Active dropdown field and select Yes to activate the message.
4. Click Save to apply the changes.
5. A notification displaying Message Updated, will appear in the bottom-right corner of the screen.
Reactivating Flow Tasks
1. Click the name of the Flow you wish to activate tasks for.
2. Tick the Show Inactive Tasks checkbox to display the inactive tasks highlighted in red and click the task name.
3. Locate the Is Active dropdown field and select Yes to activate the message.
4. Click Save to apply the changes.
5. A notification displaying Message Updated, will appear in the bottom-right corner of the screen.
Filevine Notifications for Flows
When configuring a Flow, you can enable Filevine notifications to stay informed about key Flow-related events, such as when a project is enrolled in a Flow or when tasks are assigned.
To view Flow Notifications, navigate to the Activity section in your Filevine project:
Notification for Project Enrollment in a Flow
Look for a notification indicating that the project has been enrolled in a Flow. The notification includes:
- The name of the Flow
- The date and time of enrollment
Notification for When Tasks are Assigned in Flow
Look for a notification indicating that the project has been enrolled in a Flow. The notification includes: The notification includes:
-
- The corresponding Flow name
- The date and time tasks were assigned
- The recipient roles designated to complete the tasks
Have Questions or Issues?
If you have any questions or you are experiencing issues with accessing or using Neodeluxe Client Portal Flows, please contact our Product Support Team:
- Email: help@neostella.com
- Submit a Request: Click here to submit a ticket
Our Product Support Team is available Monday through Friday, from 8:00 AM - 5:00 PM CST.
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