Frequently Asked Questions

General

What is Process App?

Process App is the visual process design and workflow documentation application for FlowState. It provides interactive flowchart visualization using ReactFlow, hierarchical subprocess navigation, full process editing with command-based undo/redo, configurable approval workflows, a visual JSON Schema editor for entity templates, and comprehensive execution statistics with analytics dashboards.

Who should use this app?

The Process App is designed for:

How is Process App different from a simple flowchart tool?

Process App provides enterprise-grade process management features:

• Executable Workflows: Processes can be executed, not just documented
• Step Configuration: Each step type has specific configurations (approvals, API calls, scripts)
• Subprocess Navigation: Hierarchical drilling into nested process definitions
• Command-Based Editing: Full undo/redo support for mistake recovery
• Approval Gates: Multi-approver authorization with threshold configuration
• Schema Editor: Define data structures for entity creation during execution
• Execution Analytics: Track how processes perform over time

Process Design

How do I create a new process?

There are multiple ways to create a process:

1. From Processes Page: Click the "New Process" button in the process list
2. Quick Create: Use the floating action button if available
3. Copy Existing: Duplicate an existing process as a starting point

See Creating a Process for a detailed guide.

What's the difference between Draft, Active, and Archived status?

The lifecycle flows: Draft -> Active -> Archived

Can I edit an Active process?

No. Active processes are locked to ensure execution consistency. To make changes:

1. Archive the current Active version
2. Create a new Draft copy
3. Make your changes
4. Publish the new version

This maintains an audit trail of process versions.

What step types are available?

The Process App provides step types in three categories:

Flow Control:

• Start, End - Process boundaries
• Decision - Conditional branching
• Parallel/Join Gateway - Concurrent execution paths
• Subprocess - Nested process references
• Delay - Time-based waiting

Actions:

• Action - Generic manual action
• Human Task - Assigned work item
• Approval - Multi-approver gate
• Notification - Alert/message sending

Integration:

• Script - JavaScript execution
• API Call - HTTP requests
• AI Agent - AI-powered task execution

How do I connect steps?

In Edit Mode:

1. Click and drag from the output handle (right side of a step)
2. Drag the connection line to the input handle (left side of target step)
3. Release to create the connection

The connection line will snap to valid handles when you hover over them.

Can I have multiple paths from a Decision step?

Yes. Decision steps support multiple outgoing connections:

1. Create multiple connections from the Decision step to different target steps
2. Configure the condition for each branch in the step properties
3. Conditions determine which path executes at runtime

Subprocesses

What is a subprocess?

A subprocess is a reference to another process definition. It allows you to:

• Break complex processes into manageable pieces
• Reuse common process patterns across multiple parent processes
• Navigate hierarchically through process levels
• Maintain separation of concerns in process design

How do I navigate into a subprocess?

Double-click on a subprocess step in the flowchart view. You'll see:

• The breadcrumb updates to show your location in the hierarchy
• The canvas displays the subprocess's flowchart
• You can continue drilling into deeper subprocesses

How do I return to the parent process?

Use the breadcrumb navigation:

• Click any breadcrumb item to jump directly to that level
• Click "Home" to return to the process list
• Use the back button to go up one level

Can I create circular subprocess references?

No. The system prevents circular references where Process A contains Process B, and Process B contains Process A. This would create an infinite loop during execution.

Editing & Undo/Redo

How does undo/redo work?

The Process App uses a command-based undo/redo system:

• Every action (create step, delete step, move step, update property) is recorded
• Press Ctrl/Cmd+Z to undo, Ctrl/Cmd+Y or Ctrl/Cmd+Shift+Z to redo
• The toolbar shows undo/redo buttons with enabled/disabled states
• Undo history is cleared when you save or navigate away

Why did my undo history disappear?

Undo history is cleared when:

• You save the process (changes committed to database)
• You navigate away from the process
• You toggle out of Edit Mode
• You refresh the page

Save frequently to checkpoint your work, but be aware this clears the undo stack.

How does auto-save work?

Auto-save is triggered:

• After a short delay following any change (debounced)
• When you toggle out of Edit Mode
• When you navigate away from the process

A "Saving..." indicator appears in the toolbar during saves.

Can I prevent auto-save?

No. Auto-save prevents data loss. However, you can:

• Use undo to revert recent changes before auto-save triggers
• Abandon changes by refreshing the page before auto-save completes
• Work in a copy of the process if you want to experiment without affecting the original

Approval Workflows

How do approval steps work?

Approval steps create authorization gates in your process:

1. Configure approvers (by user ID)
2. Set the approval threshold (how many approvals needed)
3. When execution reaches this step, approvers are notified
4. Approvers can: Approve, Reject, or Request Revision
5. Process continues when threshold is met

What approval actions are available?

Can I approve my own submissions?

No. For governance purposes, you cannot approve items where you're the submitter. Another configured approver must take the action.

How is the approval threshold calculated?

If approved_count >= threshold:
    Approval passes, process continues
Else if rejected_count > 0:
    Approval fails, process blocks
Else:
    Approval pending, waiting for more actions

Can I configure different approvers for different steps?

Yes. Each approval step has its own approver list and threshold. You can have:

• Different approvers at different stages
• Higher thresholds for critical decisions
• Single approver for minor checkpoints

Schema Editor

What is the Schema Editor for?

The Schema Editor allows you to define JSON Schemas that specify:

• Data structures for entity creation during process execution
• Form fields that users fill when a step executes
• Validation rules for input data
• Default values and constraints

What field types can I add?

The Schema Editor supports standard JSON Schema types:

Can I configure field validation?

Yes. For each field, you can set:

• Required: Field must have a value
• Minimum/Maximum: Range constraints for numbers
• Min/Max Length: Length constraints for strings
• Pattern: Regex pattern for string validation
• Enum: Allowed values list

What are Entity Templates?

Entity Templates use your schema to create FlowState entities (tasks, milestones, projects) when a process step executes. You can:

• Select a target collection
• Map schema fields to entity properties
• Set default values
• Use variable interpolation for dynamic values

Execution Statistics

What metrics are tracked?

The Statistics dashboard shows:

What charts are available?

The dashboard provides several visualization types:

• Executions Over Time: Stacked area chart showing daily execution counts
• Status Breakdown: Pie chart of execution outcomes
• Process Comparison: Bar chart comparing different processes
• Execution Timeline: Gantt-style view of individual executions

What time periods can I view?

The dashboard supports:

• 7 Days: Short-term view for recent activity
• 30 Days: Monthly view for trends

Toggle between periods using the selector in the header.

What are Linked Entities?

Linked Entities shows items created by process executions:

• Projects spawned from process steps
• Milestones created during execution
• Tasks generated by workflow automation

Click on any linked entity to navigate to its detail view.

Technical

Which browsers are supported?

We support the latest versions of:

• Chrome (recommended - best ReactFlow performance)
• Firefox
• Safari
• Edge

Does Process App work offline?

Yes. Process App uses RxDB for local-first data storage. When offline:

• You can view previously synced processes
• Create and edit process definitions
• Changes sync automatically when back online

Note: Execution statistics require server connectivity.

Is my process data secure?

Yes. Security measures include:

• Data encryption in transit (HTTPS)
• Organization and workspace isolation
• RxDB encryption support for local data
• Input validation with Zod schemas
• Approval audit trails

How do I access Process App via API?

Use the FlowState MCP tools for programmatic access:

// Query processes
mcp__epic-flowstate__collection-query({
  collection: "processes",
  selector: { status: "active" }
})

// Create a process
mcp__epic-flowstate__collection-create({
  collection: "processes",
  data: { title: "New Process", status: "draft" }
})

// Query process steps
mcp__epic-flowstate__collection-query({
  collection: "processsteps",
  selector: { processId: "process_xxx" }
})

Still Have Questions?

If your question isn't answered here:

• Check Troubleshooting for common issues
• Review Features for detailed capability information
• Contact support for additional help