14 – Little Features That Add Up

PostedSeptember 16, 2025

UpdatedSeptember 23, 2025

ByDaniel Garvey

In this session, we’ll walk through practical, hands-on training to implement a number of smaller features of FlowLogic that help streamline your business processes and promote efficiency.

Covering a number of FlowLogic features such as the Roster Affinity Tool, Roster Colour Palette Manager, the FlowLogic Drive, Records Management and Table View Management, this session is not to be missed by anyone looking to use the full compliment of FlowLogic features.

FlowLogic Drive Features and Security: Daniel provided an overview of FlowLogic Drive, explaining its unlimited storage, file size restrictions, folder-level security, and Office 365 integration.
- Unlimited Storage and File Size: Daniel clarified that FlowLogic Drive offers unlimited storage for files and folders, with the only restriction being the individual file size, which depends on user access level. There are no extra costs for storage usage.
- Folder-Level Security Permissions: Daniel explained that each folder in FlowLogic Drive can have customized access permissions by group name, allowing organizations to restrict sensitive folders (e.g., payroll data) from certain staff groups. Deny permissions override allow permissions, ensuring secure data segregation.
- Office 365 Integration: Daniel described how users with an Office 365 subscription can view and edit Word, Excel, and other Office files directly within FlowLogic Drive, eliminating the need to download and re-upload documents.
- Document Linking and Image Embedding: Daniel demonstrated how to create HTML links to documents and images stored in FlowLogic Drive, which can be embedded in FlowLogic forms for staff reference, such as risk assessment matrices or policy documents.
- Moving and Renaming Folders: Daniel noted that users with appropriate access can move or rename folders within FlowLogic Drive without needing to delete and re-upload them, streamlining file management.
Records Management and Deletion Process: Daniel detailed FlowLogic’s records management system, including the distinction between primary and secondary records, the process for marking records as deleted, and the ability to recover deleted records, with only admins having access to these features.
- Primary vs. Secondary Records: Daniel explained that FlowLogic stores data as primary records (with a UID) and secondary records (with an ID), and that records management tools allow admins to manage both types separately.
- Marking Records as Deleted: Admins can mark records as deleted, which functions as a permanent recycle bin. Deleted primary records also result in all attached secondary records being marked as deleted.
- Recovering Deleted Records: Daniel showed that deleted records can be viewed and restored if needed, allowing admins to reverse accidental deletions by searching for deleted UIDs.
- Editing Record Details: Admins can adjust metadata such as the creator, area/site, and primary record name for records, providing additional backend data management capabilities.
Roster Management Tools and Affinity Functionality: Daniel reviewed FlowLogic’s roster management features, including the Affinity tool for matching staff to participants, star ratings for staff suitability, palette manager for color coding, filters for data display, and the multi-select tool for bulk shift management.
- Affinity Tool for Staff-Participant Matching: Daniel described how the Affinity tool links participant requirements (e.g., gender preference) to staff attributes, enforcing mandatory matching and preventing unsuitable staff from being rostered for specific shifts.
- Star Ratings and Suitability: Daniel explained that staff earn stars for successful shifts with participants, which affects their position in the roster list. Suitability can be manually set as preferred, acceptable, none, or disallowed, influencing roster sorting.
- Palette Manager Customization: Daniel demonstrated how the Palette Manager allows organizations to customize roster colors based on shift types, using corporate branding colors for easier visual identification.
- Roster Filters and Display Preferences: Daniel showed how filters can be used to display only relevant shifts (e.g., those missing timesheets or billables), and how display preferences can be customized per user profile for efficient data access.
- Multi-Select Tool for Bulk Actions: Daniel highlighted the multi-select tool, which enables bulk publishing, editing, canceling, or deleting of shifts, streamlining roster management for scenarios like staff illness or participant cancellations.
Dashboard and Quick Access Customization: Daniel explained how dashboards and quick access bookmarks can be customized for individual users and groups, allowing tailored data views for different roles, and addressed questions about grouping and best practices for quick access.
- Custom Record Tables on Dashboards: Daniel showed that dashboards can display custom tables linked to specific data (e.g., risk management, funding allocations), and can be configured at both organization and individual user levels.
- Quick Access and Bookmarks: Daniel demonstrated how users can bookmark specific records or tabs for instant access, such as monitoring a participant’s funding allocation or incident list, improving workflow efficiency.
Form Design and Table View Optimization: Daniel discussed strategies for optimizing form design and table views in FlowLogic, including customizing field names, table view layouts, and field order to maximize data visibility and usability.
- Field Name Customization: Daniel explained that admins can set concise field names for table views, allowing more data to be displayed on screen without clutter from lengthy questions.
- Table View Layout and Order: Daniel showed that the order of fields in table views can be customized independently from the form layout, enabling prioritization of important data for reporting and dashboard purposes.
Internal Messaging and Automation Groups: Daniel described FlowLogic’s internal messaging capabilities, emphasizing the creation of messaging groups for targeted notifications and linking automations to specific groups to prevent information overload and ensure timely action.
- Group Messaging Setup: Daniel explained that organizations can create internal messaging groups (e.g., HR Admin, Roster Manager) for manual and automated notifications, improving communication efficiency.
- Automation Group Best Practices: Daniel recommended linking automations to specific groups rather than all users, reducing the risk of missed actions and ensuring relevant staff receive necessary notifications.