Adding or copying flows

You can add a new flow, or, if one exists, copy and adapt a similar personal flow, which saves time.

Unless stated otherwise, the flow creation process is identical for personal flows and catalog flows. Only administrators can create catalog flows. However, end users can publish their personal flows as catalog flows.

Adding a new flow

Perform the following tasks in the specified order. 

Task 1: To open Flow Designer

  1. Log in to BMC Helix Integration Studio.
  2. Perform one of the following actions: 
    • To create a personal flow, go to My Flows > Flow Designer.
    • To create a catalog flow, go to Catalog >  Flows >  Flow Designer.

Task 2: To choose the source application

The available connectors are grouped by category in the Choose Source section.

  1. (Optional)  Use Search to find a specific connector.
  2. (Optional) Click See All to view all connectors in a given category.
  3. Click the source application's connector. 
    For example, to create a Slack to Gmail flow, click Slack.

Note

Certain connectors may support either triggers or actions but not both. An asterisk designates connectors that are available to administrators, which do not appear for end users.

Task 3: To choose the trigger

The available triggers for the source application appear in the Choose Trigger section. Each trigger consists of one or more input fields, or source fields. Required fields are indicated by an asterisk (*).

Note

If no user account exists for the current configuration, you have to provide one before choosing the trigger. You can select a different configuration (if one exists) by clicking on the downward arrow in the connector tile (such as for Slack in the following illustration). You can select only one trigger. Available triggers and fields will vary according to the source application.

  1. Specify a user account: 
    • If a user account that you intend to use exists, click it to confirm your selection. The first account in the list is already selected (highlighted in blue).
    • If you want to use a different user account, click Add Another Account, and enter credentials in the pop-up window.
    • If no user accounts exist, click Add Account, and enter credentials in the pop-up window.   
  2. Click a trigger.
  3. Provide values for the source fields.
  4. (Catalog flow only) Clear the Include in template? check box if you want to be prompted for a value every time the flow runs.
  5. (Optional) Add more source fields by using the + icon.
  6. Click Next.

Tip

As you proceed in Flow Designer, BMC Helix Integration Studio compares your flow (based on its current state) to the existing catalog flows. If a similar flow exists, you can use it instead of continuing with the design. For relevant information, see Publishing or using flows

Task 4: To choose the target application

Available connectors are grouped by category in the Choose Target section.

  1. (Optional)  Use the Search field to find a specific connector.
  2. (Optional) Use the See All option to view all connectors in a given category.
  3. Click the target application's connector. 
    For example, to create a Slack to Gmail flow, click Gmail.

Note

Certain connectors may support either triggers or actions, but not both. Admin-only connectors are starred for administrators, but do not appear for end users.

Task 5: To choose the action

Available actions for the target application appear in the Choose Action section.

Note

If no user account exists for the current configuration, you have to provide one before choosing the action. You can select a different configuration (if one exists) by clicking the downward arrow in the connector tile (such as for Gmail in the following illustration). You can select only one action. Available actions and fields will vary according to the target application.

  1. Specify a user account: 
    • If a user account that you intend to use exists, click it to confirm your selection. The first account in the list is already selected (highlighted in blue).
    • If you want to use a different user account, click Add Another Account and enter credentials in the pop-up window.
    • If no user accounts exist, click Add Account and enter credentials in the pop-up window.   
  2. Click an action.
  3. Click Next

    Note

    If the target application has only one action, this step is performed automatically for you.

Task 6: To map source fields to target fields

A mapping can consist of the following information:

  • Source fields that contain trigger data (such as UserTimestamp, and Text to describe a Slack message in a Slack to Gmail flow)
  • Target field values (such as Priority values for a JIRA issue in a Remedy ITSM to JIRA flow)
  • Text that you have explicitly entered (such as email addresses)
  • A combination of the above

Commonly used target fields for the the selected action appear in the Map Fields section. Required fields are indicated by an asterisk (*).

While mapping values, focus on what you want the flow to accomplish. For example, a Slack to Gmail flow will send out an email, so you need to populate fields that are relevant to composing and sending emails.

  1. For each target field, enter source fields, target values, text, or a combination, as needed by doing the following:



    1. In the dropdown list, select Source Fields or Target Values. If target values are not available for the target application, the list will be read-only.
    2. To map the fields, select the required values from the list, or start typing in a field to enter text. For example, select the source Text value for the target Body value in a Slack to Gmail flow. As the result, the text from the selected Slack channel will be displayed in the email body of the Gmail notification. 
      Non-empty source fields appear in a box with a preceding asterisk. Other source fields and target values appear in just the box.
    3. (Optional) To remove an existing mapping, click the preceding X.

  2. (Optional) If you have added a source field, click  to open the Transformations panel. 
    For instructions, see Transforming mapped fields.
  3. (Optional) Click Show all fields to map more fields.
  4. (Catalog flow only) If you want to be prompted for a value every time the flow runs, clear the Include in template? check box.
  5. Click Next.

Task 7: To finalize the flow

  1. In the Flow Title field, provide a name for the flow.
    The title is auto-populated based on your source and target applications. Update the title as required.
  2. Select a Category
    This field is auto-populated based on your source and target applications.:
    • Back Office
    • Development
    • File Management
    • Productivity
    • Service Support
    • Social
    • System
  3. (Optional) Enter a Description for the flow, including what triggers the flow and what action it performs.
  4. (Optional) If you want to change the flow level, in the Flow Level list, select Personal Level or Tenant Level.
  5. (Optional) To add a metric for the flow, click the + icon. 
    After the flow runs, the metric appears on the BMC Helix Integration Studio dashboard. The available metrics are:
    • Money Saved(USD)Sets a USD integer amount indicating how much money is saved per flow run.
    • Risk AvertedSets a negative integer indicating risk points that are reduced per flow run.
    • SatisfactionLets you set an integer indicating satisfaction points achieved per flow run.
    • Time Saved(min)Sets the number of minutes saved per flow run.
    • +New MetricAdds a custom metric and sets a value.
  6. Click Done.
    A confirmation message appears briefly, and then My Flows or Catalog Flows opens (depending on whether you created a personal flow or a catalog flow).


Note

If you need to add a flow with more than one action, see Creating flows with multiple actions.

To convert a personal flow to a tenant-level flow

As the BMC Helix Integration Studio administrator, you can convert your personal flows into tenant-level flows. Tenant-level flows are automatically available to all administrators in your tenant. All tenant administrators can view and manage the flows, which helps to avoid the creation of conflicting flows.

To convert your personal flow into a tenant-level flow, select the Tenant Level option while finalizing your flow, as shown in the following illustration:

You can also convert a flow into a tenant-level flow by selecting the Tenant Level option while performing the following actions:

To view all available tenant-level flows on the My Flows page, apply the Group by: Flow Level filter, as shown in the following illustration:

Notes

  • If the account of a tenant administrator who created a tenant-level flow is deleted, the tenant-level flow will not be deleted and will be available to other administrators in the tenant.
  • If a tenant-level flow is changed to a personal flow by a tenant administrator, and the account of this tenant administrator is deleted, then his personal flow will be deleted.

For more information about the flow deletion, see Updating or deleting flows.

To copy an existing personal flow

Note

You cannot copy catalog flows; however, you can use a catalog flow, then copy it, and subsequently publish it. For more information, see Publishing or using flows.

  1. Go to My Flows.
  2. Select the flow that you want to copy.
  3. Select Actions > Copy Flow.
  4. (Optional) Choose a different user account for the connector configuration.



  5. (Optional) If you want to change the flow level, in the Flow Level list, select Personal Level or Tenant Level.
  6. Click OK
    A confirmation message appears: Flow has been copied.

Where to go from here

Proceed to update the copied flow if required.

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