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The flows in GroupAlarm are a powerful tool for depicting and automating individual functions and processes. From the automated sending of reports or messenger messages to the connection of interfaces, many things are possible. The individual elements of the flow give you the flexibility you need. If you have an idea for a function in GroupAlarm, it is quite possible that it can be realised with the flows.

Table of contents

Introduction Flows

Create / edit flow

Flow examples

Flow insights / Error diagnosis

Inherit flow

Flow export / import

Introduction Flows

In order to create or edit a flow, the appropriate administrative permissions for the service flows are required. As an organisation owner or organisation administrator, these permissions are automatically available.

Under the item Admin ⇾ Flows you will get an overview of all existing flows.

1️⃣ Using the sliders on the left side, the flow can be switched on or off. Disabled flows will not be executed. In the case of inherited flows, the status is defined in the parent organisation.

2️⃣ The column marked with the lightning provides information about the trigger element defined in the flow. Information about the individual elements can be found here.

3️⃣ The Valid column indicates whether a flow is functional. Flows that are not valid are marked with a red exclamation mark and will not be executed, even if they are active.

4️⃣ The Inheritance column shows whether a flow has been inherited and from which parent organisation. You can read more about the inheritance of flows here.

5️⃣ The three dots on the right side allow further options for the respective flow.

Edit: Opens the edit view
Export: Exports a flow to be able to paste it into another organisation.
Insights: Detailed information about the individual executions of the flow.
Delete: Removes the flow

Create / edit flow

To create a flow, first click on Create flow in the flow overview. If you would like to edit an existing flow, please click on the three dots on the right-hand side of the corresponding flow and select Edit.

The mask for editing a flow is as follows.

1️⃣ On the left side, you can enter a name for the flow and an additional description. Both will be displayed in the overview of the flows.

2️⃣ Via the Inherit slider, a flow can be inherited into all connected sub-organisations. More information about inheriting flows can be found here.

3️⃣ The structure of a flow is defined via the so-called flow builder. At the bottom right, you will find the entire pool of all available elements. The individual elements can be dragged and dropped to the desired positions in the flow. Please note, however, that certain elements require other elements. For example, a flow must always begin with a trigger element before an executing element can follow.

4️⃣ To delete an element, drag and drop it to the top-left corner of the tree view. A recycle bin will appear there, which can be used to delete the element.

5️⃣ After you have inserted an element into the tree structure, it must be configured. Elements that have not yet been configured are marked with a red exclamation mark.

To start the configuration of an element, click on the element with the mouse. Please note that changes to an element will only take effect if you exit the edit view by clicking the “Done” button. Otherwise, all changes made will be discarded.

Details on the individual elements of a flow can be found here.

Flow examples

Close event

Send messenger message

Send report by e-mail

Flow insights / Error diagnosis

The insights provide you with information about the individual runs of a flow. This makes the Insights ideal for error analysis in the event of undesirable behavior in a flow.

You can access the insights from the overview of the flows via the three dots on the right of the respective flow (see Introduction flows). Or alternatively from the Edit view of a flow via the Flow Insights button in the upper-right corner.

If you call up the Insights of a flow, you will first get to the overview of the individual flows.

❗️The insights of a flow remain stored for a maximum of 14 days after the flow has ended.


The overview is composed as follows:

1️⃣ Status: A green check mark indicates that a run was successful. A red exclamation mark, on the other hand, signals a failed execution. If a flow is currently still in a running execution, it is signaled by a blue loading circle. This provides you with a quick, initial overview.

2️⃣ Organisation: The organisation in which the flow was executed.

3️⃣ Start Time: The exact time when the trigger element of the flow was activated.

4️⃣ End Time: The exact time when the last element of the flow was completed.

5️⃣ Via the arrow on the right side, you get to the details of the individual executions.


In the details, a first impression can be obtained, similar to the previous overview.

The details are composed as follows:

1️⃣ Steps: Indicates the respective element of the flow that was run through.

2️⃣ Status: As in the previous overview, a green tick indicates an error-free run through of the element, while a red exclamation mark indicates a problem during the execution.

The symbol of a clock is shown here if a flow is currently still in execution and indicates those elements for which an execution is pending.

3️⃣ Start time: The exact time when the element was started.

4️⃣ End Time: The exact time when the element was fully completed.

5️⃣ The information icon to the right allows you to view more details about the execution of the individual element.

Tip! In the organisation settings, you can enter an e-mail address to which you will receive a notification if the execution of a flow fails. The organisation settings can be found under Admin ⇾ Settings.

Inherit flow

This function allows a flow to be inherited by all connected sub-organisations. The structure of the flow cannot be adapted by the inheriting sub-organisations. However, you have the option of releasing certain parameters for editing as part of the configuration.

In the Insights of an inherited flow, you can also view the executions of the sub-organisations. This allows you to determine at a glance whether the flows in the sub-organisations are working as desired.

Resources such as participants, labels or units are different for each organisation and therefore cannot be defined in the parent organisation. Furthermore, the flows in the sub-organisations receive their own e-mail / web addresses when using EMail received or HTTP Trigger, as these must be unique.

If the flow is not valid, e.g. due to a lack of parameters in the parent organisation, this does not affect the execution in the sub-organisation. The flow must only be valid in the respective organisation in which it is to be executed.


1️⃣ The function Inherit can be used to switch inheritance on and off for a flow.

2️⃣ The drop-down menu for Configurable parameters can be used to define parameters that can be adjusted by the sub-organisation.

If a parameter is not configured by the sub-organisation, the value defined in the parent organisation applies.

3️⃣ The changes can be saved using the Save button.

Flow export / import

To make work easier when interacting with several organisations, it is possible to export a flow and then import it again in another organisation.

❗️ Please note that personal information is also exported during an export. Therefore, before exporting, make sure that the flow only contains information that you actually want to share.

1️⃣ To export a flow, please click on the three dots on the right side of the flow in the flow overview (Picture 1). The corresponding flow will then be available for download.

2️⃣ To import a flow again, please select the menu item Import flow above in the overview of flows. You will then be given the option to select the corresponding file of the flow.

After the import, you will automatically get to the edit view of the imported flows.

⚠️ Please note to save the flow first by clicking the Save button on the right side. Otherwise, the flow will be discarded again.

After saving, the flow is then available and can be used as usual.

Updated on: 25/03/2024

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