Flows: Manage Filevine Activity Items from Flows

This article explains how Filevine Activity items originating from Neodeluxe Flows can be managed in a Filevine Project’s Activity Feed. 

For more information about the Filevine Activity Feed and its items, please read: Activity Feed, and Activity Menu Actions.

Flow Notifications in the Filevine Activity Feed

Once a Flow is live in Neodeluxe and a Filevine project is enrolled, notifications can be generated automatically. Flows notifications can appear in the Activity Feed when the following actions happen in the Neodeluxe Client Portal:

• The Project is enrolled in the Flow.
• A message is sent through Flows.
• All tasks associated with the Flow have been assigned.
• A Project exits the Flow.
• All tasks associated with the Flow have been completed.

Additionally, you can optionally enable “Confirmation Needed to Complete Task” for Form tasks. When this is enabled, a Filevine task will be created, allowing the Filevine role to complete or reject it via the Activity Feed.

View Notifications in the Filevine Activity Feed

To manage Filevine Activity items received from a Flow:

1. In Filevine, click Tasks to see recent tasks, or locate the Filevine project, and continue with Step 3.

2. Click the Project Name in the task to open the project.

3. Click Activity to view project-related activity, including Flow-based tasks.

Notification: Project Enters the Flow 

In Filevine, when a project is enrolled in a flow, a notification is generated within the Filevine Project’s Activity Feed.

1. Locate the item that contains the “Project Name” that has entered the Flow “Flow Name” message in the Filevine Project Activity feed,  and click on it to expand its details:

1. Action: “Project Name” has entered the Flow “Flow Name”: The name of the Filevine project that entered the flow.
2. Date/Time: mm/dd/yyyy, hh:mm (AM|PM): The date and time in Neodeluxe when the action occurred.
3. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the item was automatically posted by the Portal Dev Service Account along with the date and time in Filevine when the project entered the flow.

Notification: Message Has Been Sent

In Filevine, when a message is sent from a Flow, a notification is generated within the Filevine Project’s Activity Feed.

To identify when a flow’s message has been sent:

Locate the item in the Filevine Project Activity Feed, and click on it to expand its details:

1. Action: Flow Message Name” included in “Flow Name” has been sent.
2. Date/Time: mm/dd/yyyy, hh:mm AM/PM: The date and time in Neodeluxe when the flow message was sent.
3. Recipient Roles: Lists the Filevine Roles that received the flow’s message.
4. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along with the date and time in Filevine when the flow’s message was sent.

Task: Flow Task Under Review 

After a client fills out a form in Neodeluxe, a Filevine Task may be created in the Activity Feed if Confirmation Needed to Complete Task is enabled in the Flow. 

• The task (generated by a flow) was configured in Neodeluxe Flows, as follows:
  • Type* of task Form.
  • Confirmation Needed to Complete Task toggle ON.
  • Assigned Role*: Allowed Filevine role that must complete the task in Filevine.

Task Interface

The Filevine task includes the following information:

1. The “Task Name” has been submitted for review before completion. This task is part of the “Flow Name” flow: This message in the task indicates that the flow task was submitted through Neodeluxe and is pending for review.
2. #TaskSubmittedForApproval: This tag indicates that the task is under review, and waiting for its approval or rejection.
3. Assigned to: Indicates the Assigned Role* configured in the flow task that should review the task.
4. Submitted Date/Time: mm/dd/yyyy, hh:mm AM/PM Indicates the date and time when the flow task was submitted for review.
5. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along the date and time in Filevine when the document was uploaded.
6. Status: Indicates the task's current status in Filevine:

• Due
• Completed 
• Overdue

Under Review Task Management

To manage an Under Review Neodeluxe flow task, follow the steps to Reject or Approve the task in Filevine as follows:

Task Rejection (Mark as #Pending an Under Review Task)

1. In the Filevine Project locate the item in the Activity feed labeled with #TaskSubmittedForApproval, then click it to expand the details.
2. In the Add to conversation field, enter a message indicating the details/reason of the task rejection, ensuring to include the #Pending tag.

3. Click Create to submit the comment with the #Pending tag. 

Task Approval (Mark as Completed an Under Review Task)

1. Locate the task in the Filevine Project Activity feed, tagged with #TaskSubmittedForApproval, and click on it to expand its details.
2. In the bottom-left corner of the task, click Mark as Complete.

• A task related to the task completion is added to the Activity feed in the Filevine Project.
• Once a task in Filevine is Marked as Complete, its status cannot be reversed in Neodeluxe, even if the user clicks the Mark as Incomplete button in the bottom-left corner of the task, or adds a comment with the #Pending tag. 
• For more information about the Activity feed and allowed actions in Filevine tasks, please read: Activity feed and Activity Menu Actions.

Under Review Task Marked as Complete (From a Flow Task)

In Filevine, when a task pending for review before completion is Marked as Complete (as explained in Task Approval (Mark as Completed an Under Review Task)), a notification task related to the task completion is added to the Activity feed in the Filevine Project.

To identify when an under-review task was marked as Complete:

1. Locate the item that contains the message “Task Name” has been reviewed and marked as complete. This task is part of the “Flow Name” in the Filevine Project Activity feed, and click on it to expand its details.

The item includes the following information:

1. The “Task Name” has been reviewed and marked as complete. This task is part of the “Flow Name: The message in the task indicates that the task was marked as completed in Filevine, and indicates the flow from which it originated.
2. Assigned to: Indicates the Filevine role that had been assigned to review the task.
3. Completed Date/Time: mm/dd/yyyy, hh:mm AM/PM Indicates the date and time when the task was completed.
4. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along the date and time in Filevine.

Notification: All Tasks Have Been Assigned

In Filevine, when all the assigned tasks in a flow are assigned in Neodeluxe, a notification related to the task completion is added to the Activity feed in the Filevine Project.

To identify when all the flow tasks were assigned:

1. Locate the item that contains the message “Action: All Tasks included in “Flow Name” have been assigned” in the Filevine Project Activity feed, and click on it to expand its details.

The item includes the following information:

1. Action: All Tasks included in “Flow Name” have been assigned: The message in the item indicates that all the flow’s tasks were assigned to the respective recipient roles.
2. Date/Time: mm/dd/yyyy, hh:mm AM/PM: The date and time in Neodeluxe when the action occurred.
3. Recipient Roles: Lists the Filevine Roles that received the flow’s tasks.
4. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along the date and time in Filevine.

Notification: Project Exits the Flow

In Filevine, when a project exits a flow, a notification is added to the Activity feed in the Filevine Project.

To identify when a Filevine Project exits a flow:

1. Locate the item that contains the message “Action: All Tasks included in “Flow Name” have been assigned” in the Filevine Project Activity feed, and click on it to expand its details.

The item includes the following information:

1. Action: All Tasks included in “Flow Name” have been assigned: The message in the item indicates that all the flow’s tasks were assigned to the respective recipient roles.
2. Date/Time: mm/dd/yyyy, hh:mm AM/PM: The date and time in Neodeluxe when the action occurred.
3. Recipient Roles: Lists the Filevine Roles that received the flow’s tasks.
4. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along the date and time in Filevine.

Notification: All Tasks Have Been Assigned

In Filevine, when all the tasks in a flow are completed in Neodeluxe, a notification related to all the tasks completion is added to the Activity feed in the Filevine Project.

To identify when all the flow tasks were completed:

1. Locate the item that contains the message “Action: All Tasks included in “Flow Name” have been completed”  in the Filevine Project Activity feed, and click on it to expand its details.

The item includes the following information:

1. Action: All Tasks included in “Flow Name” have been completed. The message in the item indicates that all the flow’s tasks were completed.
2. Date/Time: mm/dd/yyyy, hh:mm AM/PM: The date and time in Neodeluxe when the action occurred.
3. Recipient Roles: Lists the Filevine Roles that received the flow’s tasks.
4. Posted by Portal Dev Service Account on mm/dd/yyyy at hh:mm AM/PM: Indicates the task was automatically posted by the Portal Dev Service Account along the date and time in Filevine.

Have Questions or Issues?

If you have any questions or you are experiencing issues with accessing or using Neodeluxe 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.