FlowSharp - foundations and approach
This section introduces how FlowSharp looks at processes: first make them visible, then govern them, then automate where value can be measured.
1. What FlowSharp is
FlowSharp is a platform for turning business processes scattered across people, email, spreadsheets, business systems, automation and AI into a governed operating system.
The promise is:
First make the process visible. Then govern it. Then automate where value is measurable.
FlowSharp is not just a workflow designer. It is the place where:
- business teams see the process end to end;
- operators know what to do;
- automations work inside explicit rules;
- AI acts with data, permissions and audit;
- management measures time, cost, bottlenecks and ROI.
2. Product philosophy
FlowSharp follows four principles.
Measure before automating. Automating without measurement often solves the wrong problem. FlowSharp starts from the real process: how long an item waits, which tasks require human work, where delays build up and how much a step costs.
Native human-in-the-loop. Many business processes should not be fully automatic. They need approval, review, evaluation, correction, document requests and escalation. In FlowSharp, people are not exceptions to the process: they are part of the process.
Governed AI. AI can analyze, classify, assist and suggest, but it stays inside guardrails: roles, Data Shield, Data Gate, audit and confirmations when needed.
One operational source of truth. Every item has a status, history, active tasks, data, origin and responsibility. The question "where are we?" should have an immediate answer.
3. Core concepts
| Concept | Meaning |
|---|---|
| Flow | The operating model of a process: phases, transitions, tasks, rules, events and data. |
| Status/Phase | A point in the path, for example "In review", "Waiting for data", "Approved". |
| Transition | An allowed move from one phase to another. |
| Item | A real case moving through a flow: order, ticket, contract, request, project. |
| Task | An action to run in a phase: manual, automatic, webhook, AI or event. |
| Event | A signal that connects processes or systems, for example "payment received". |
| Process Map | A macro-process map that connects multiple flows, systems, documents and manual steps, verified against the real wiring. |
| Flow Agent | The integrated assistant that helps query and start processes with context and permissions. |
| Analytics | The area for measuring time, cost, automation, savings and ROI. |
| Variable | A reusable value (global or per-flow) referenced in templates with {{...}}; the secret type protects credentials. |
| WIP limit | The capacity ceiling of a flow or phase: excess work waits, is redirected, or is released by priority. |
| Template | A reusable flow template from the Templates library, ready to become a draft flow with one click. |
| Procedure (SOP) | A versioned operating document that can become the official source for task guides. |
| Flow KPI | A metric computed from item data and real process behavior, with history, thresholds and goals. |
| Automation initiative | A tracked improvement from the initial candidate through verification of realized savings. |
| Saving Challenge | A premium contract that compares a frozen cost baseline with results measured over time. |
4. Roles and responsibilities
FlowSharp separates who designs, who operates, who administers and who observes.
| Role | Typical use |
|---|---|
| ReadOnly | Reads flows, items, tasks, dashboards and documentation without editing. |
| Operator | Handles items, completes tasks, performs transitions and updates operational data. |
| FlowDesigner | Creates and edits flows, Process Maps, rules, tasks and process settings. |
| Admin | Manages users, roles, settings, AI providers, integrations and tenant configuration. |
| Super Admin | Manages tenants, impersonation, plans, demo data and multi-tenant operations. |
5. Main navigation
The sidebar organizes FlowSharp by operational activity.
| Area | What it is for |
|---|---|
| Dashboard | See KPIs, recent activity, at-risk items, status distribution and operating trends. |
| Flows | Create, organize, version, publish and monitor flows; the Templates library opens from here as well. |
| Process Maps | Design end-to-end macro-processes that connect multiple flows, systems, documents and manual work. |
| Procedures | Manage versioned SOPs, guide coverage and links to flow tasks. |
| Items | Manage active cases, filter, export, open details and use operational views. |
| Tasks | Work on assigned tasks or monitor manual, AI, webhook, event and failed tasks. |
| Events | Define events, subscribers and connections between processes or external systems. |
| Analytics | Measure automation, cost, time, goals, trends and ROI. |
| Saving | Govern baselines and Saving Challenges when the premium feature is enabled. |
| Management | Configure organization, tasks, notifications, integrations, AI, API, MCP, extension, roles, variables, security and the Automation Plan. |
The lower part of the sidebar also brings together notifications, quick access to the Automation Plan, What's New, the guide, language, theme and profile.
6. Dashboard and first operational check
The Dashboard is the first glance at operational health.
It shows KPIs, active flows, item distribution by status, average time by phase, at-risk items, recent activity and automation trends.
It helps answer questions such as:
- how many processes are active?
- where are items accumulating?
- which cases risk getting stuck?
- are we completing more or less work than last week?
- is automation increasing?
7. Workspaces, language and live collaboration
People who operate for multiple organizations use the workspace switcher in the sidebar. Invitations to another organization on the same installation appear directly in the switcher; federated access to a different installation is accepted through its dedicated link. The host organization remains in control: it can revoke access and immediately end the external session.
The selected language is saved to the profile. It changes more than the interface: the main system-generated notifications are also produced in the recipient's language.
FlowSharp updates items, tasks, notifications, dashboards, Analytics, Process Maps and the extension cockpit in real time. If the live channel is unavailable, the interface continues to reconcile through polling.
Real-time updates must not turn into silent overwrites. When two people edit the same data concurrently:
- an item's payload rejects a save based on an outdated revision and reloads the latest data;
- the Flow designer reports the conflict and keeps unsaved local changes available for conscious review;
- Process Map design and metadata apply the same protection.
When there are no local changes, views adopt the latest revision automatically without interrupting work.