Chapter 6 - Administration
This chapter covers the settings that are about people rather than steps: who administers Central Flows, who administers the forms of a template, who can act for whom while someone is away, which form data the dashboard shows, and how long an idle form stays locked.
6.1 Two levels of administrators
| Level | Scope | Where it is set |
|---|---|---|
| Global Admins | All of Central Flows in this environment | The Central Flows Global Admins form, opened from the dashboard (section 6.2) |
| Admins of a template | The forms of one template | The Admins tab of that template's Config form (section 6.3) |
6.2 Global Admins
Open the Central Flows Dashboard and click the Global Admins icon. The icon is shown when no Global Admins list has been saved yet, which lets the first administrator set it up, and after that only to Global Admins. Add or remove people in the list and save it.
6.3 Admins of a template
- Open a form of the template and click the gear icon in the task pane to open its Config form (Chapter 3, section 3.1).
- Open the Admins tab.
- Add a row per person: their name, e-mail address and account (chosen with the person picker).
- Click the Save icon at the top right.
The forms of a template appear in the Show All view of the dashboard for the people who administer them (Chapter 5, section 5.2).
6.4 Proxies
A proxy acts for another user, for example during a vacation. While the proxy relationship is valid:
- the other user's tasks also appear in the proxy's My Tasks on the dashboard;
- the proxy can open those forms and click the workflow buttons (the task pane shows "YOU ARE IN PROXY MODE");
- the proxy receives the task e-mails on CC (Chapter 4).
To add a proxy:
- Open the Config form (gear icon in the task pane) and open the ProxyList tab.
- Click the green + icon at the top right. A new row appears.
- Fill in the row:
| Column | Contents |
|---|---|
| Name, Email Address | The person whose tasks are delegated |
| Proxy, Proxy Email Address | The person who acts for them |
| Valid Until | The last day of the delegation |
| Date Added, Added By | Filled in automatically |
- Click the Save icon at the end of the row.
The delegation ends by itself on the Valid Until date. To end it earlier, delete the row with its delete icon. Chapter 5, section 5.5 shows how a proxy works with the dashboard.
6.5 Extra columns on the dashboard
The dashboard's task list (Chapter 5, section 5.3) can show data from the forms themselves, for example the amount of an expense report or the priority of a bug. Define these columns per template on the Custom Data tab of the Config form: for each column, its name, the XPath of the form field it shows, and its position and display order. Save the Config form, then reopen the dashboard.
6.6 Locking and session timeout
A form is locked while someone has it open, so that two people cannot overwrite each other's changes. Other users see that it is locked and cannot change it until it is released.
- The lock is released when the user clicks a workflow button.
- If the user leaves the form open and idle, Central Flows warns after 10 minutes, counts down 60 seconds, then signs the user out and releases the lock. Chapter 2, section 2.11 shows where to change the two times.
For help, active customers can use the Customer Support Portal. For anything else, use Contact Us or e-mail [email protected].
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