User Guide

Overview

Floh is a workflow engine that lets you define, execute, and monitor multi-step workflows. Workflows can include approvals, notifications, connectors to external systems, and scheduled triggers.

Roles

Role	Capabilities
Admin	Full system access — manage users, roles, connectors, and all workflows
Resource Manager	Create and manage workflow definitions, view reports, manage schedules
Approver	View and decide on assigned approval tasks
Requestor	Start workflows and view own request status

Dashboard

The dashboard shows: - Active workflow count - Total running instances - Completion rate - Pending tasks for the current user - Instance status distribution chart - Recent workflow instances

Workflows

Creating a Workflow

1. Navigate to Workflows and click New Workflow
2. Enter a name, description, and error strategy
3. Add steps using the step editor:
4. Action — execute custom logic
5. Approval — require one or more approvers to approve/reject
6. Notification — send email or in-app notification (supports internal user lookup or external email addresses)
7. Connector — call an external system
8. Transform — run a script to compute new variables from existing ones (e.g. format dates, build account names, generate UUIDs)
9. Condition — branch based on variable values
10. Click Save Draft to save
11. Click Publish to make the workflow available for execution

Starting a Workflow

1. Go to the workflow detail page
2. Click Start Instance
3. Provide any required input variables
4. The workflow begins executing steps in order

Monitoring Instances

Navigate to the instance detail page to see: - Current step progress (timeline view) - Step statuses - Variable values - Errors (if any) - Cancel option for running instances

Tasks

The My Tasks inbox shows: - Tasks tab — steps assigned to you for completion - Approvals tab — pending approval decisions

To approve or reject, click the appropriate button. Rejections prompt for comments.

Entitlements

Entitlements define connector-provisioned resources (e.g., group memberships, application access) that can be linked to roles.

Creating and Editing Entitlements

1. Navigate to the Entitlement Definitions page and click New Entitlement.
2. Enter a name and select a connector. Once a connector is selected, the provision, deprovision, and reconciliation config forms are populated with the connector's available commands.
3. For each config section, select a command from the dropdown and fill in the required parameters. The form shows a description of the selected command and renders input fields for each parameter.
4. Parameters like userId, userEmail, userDisplayName, and identityIssuer are automatically injected at runtime and displayed as informational badges -- you do not need to fill them in.
5. For advanced configurations or connectors without a command schema, click "Switch to JSON" to enter raw JSON directly.

Reconciliation Config

The reconciliation config is optional. If provided, the system periodically checks whether provisioned entitlements still exist in the target system and flags any that are missing.

Reports

The reports page shows: - Workflow Statistics — definition counts, instance counts, completion rates - SLA Compliance — on-time vs overdue steps - Approver Performance — decision counts per approver

Audit Log

The audit log records every action in the system. Filter by: - Entity type (workflow, instance, user, etc.) - Action (created, updated, approved, etc.) - Actor - Date range

Administration

Admins can: - View and manage all users - Assign roles to users - View and test registered connectors - Create new instances of built-in connector types (e.g. a second Authifi tenant) via Connectors → New Connector → Built-in