Configure a Flow

To use a Flow installation after it has been added, it must be configured and activated by the Flow manager. Flows can be configured in different ways to depending on the needs of the organization and can include one or more delivery Flows to manage documents.

If you are the first Flow manager assigned by the organization administrator you can grant configuration permission to others.

Prerequisite

• You should see the Configuration option when you select Flows in your Diligent Data Room navigation bar.

• A Team Data room must created to assign to the Flow installation. For more information, go to Prepare my Team Data room for Flows.

• You must be the Team Data room manager.

• You must configure a Diligent Boards target destination for the meeting documents that will constitute the board book.

Configure your flow

1. In your Data room navigation bar select Flows > Configure

2. The Flow installations that you can configure are displayed as cards.



3. Select the more options icon of the Flow you want to configure.

4. Select Configure from the menu.

   The Configure the Flow dialog opens on the Flow configuration tab.

   

5. Enter a Flow name to identify the Flow on the card.

6. Select your Compliance preference from one of the following:

   • Switch on to allow email notifications to include potentially confidential information, for example the names of meetings or agenda items.

   • Switch off to prevent email notifications from including potentially confidential information.

7. Select Add permissions to add the users who will co-manage meetings. They must have Owner permissions or full access to all folders in the Team Data room linked to the Flow.

   Option	Description
   Users	Used to enter the name or email address of individual members
   User Groups	Used to select members of specific organization Flow groups. User Groups in Flows are different to the permission groups in Team data rooms and are used to manage multiple members of Flows. Select User Group and then the input field to open the options. Only the organization administrator can create groups and then assigns members to the groups. You can add more than one user group.
   Roles	Used to select members assigned specific roles. Select Roles and then the input field to open the options.

The BoardOfficer role is already selected in the Users field. This means that anyone assigned this role can co-manage meetings.

To remove a permission, select the user, group or role and then select the X.

8. In the Select the transfer destination fields you need to define the following parameters for Diligent Boards:

   1. Site: Enter the name of the site that you want to link to.

   2. Name of the meeting group: Enter the name of the meeting group. Pay attention to upper and lower case letters.

   3. URL for the Diligent Unity API: Enter the URL to communicate with Diligent Unity API. The URL depends on the environment where the site is located. If you have any questions contact your Customer Success Manager for assistance.

9. Next you need to define the Flow artefacts parameters. This is how you link the team room to your Flow, create a directory and naming convention for files in that team room.

   1. Go to Select team data room if it is a new Flow or Change if you are reconfiguring the Flow. A list of all the teams rooms you are Data room manager of is displayed. Select the team room you want to assign.

   2. Your Working directory for meeting files in the team data room is the parent folder in your team room used to store documents and files requested for Flows.

   3. Name of meeting folder specifies how the meeting folders are named.

10. Miscellaneous settings are described in each field and can be changed or left at the default settings.

11. Now scroll to the top of the Configure the Flow dialog and select the Permissions tab. This is where you will assign people who can start or configure a flow.

    

12. Select Add Permissions to assign Users who can start a Flow with this configuration.

    They must have Owner permissions in the team room assigned to the Flow.

13. Select Add Permissions to assign Users who can configure this Flow installation.

    They must be Data room managers of the team room assigned to the Flow.

14. To complete the configuration process select Save.

    A message will appear if required information is missing and the configuration will not be saved. You will need to review the configuration to identify the missing or incorrect data.