First things first, log into Flow! You will have to go through the signup process on a desktop, via the invite that has been sent to your email. Once you’ve completed your account details and log in, you can access Flow from any browser, as well as from our desktop and mobile apps.
At the top of your Flow screen, you’ll immediately notice four sections:
- Catch Up
Understanding these pages and how they work together will help organize your daily workflows and get work done.
Catch up is simply your notification dashboard. Whenever you have a new notification in Flow, you’ll see a new card in Catch Up.
Catch Up is a great place to start your day in the morning, but it’s also ideal for when you’ve gone off the grid for a couple of hours and want to see what you’ve missed.
The Tasks section is where you can find all the tasks that matter to you, in one place. View tasks that have been assigned to you, that you’ve subscribed to and delegated, as well as view your teammates task lists and weekly calendars.
The projects section is for creating new projects and organizing your existing ones. Projects are a list of tasks organized around specific initiatives, especially when they involve multiple people.
Projects in Flow are designed to be flexible: view a project’s tasks in a traditional list view, or use column view to show task cards — perfect for organizing kanban and sprint workflows.
Your projects can be organized into Groups, and if there are multiple departments or groups of teammates working on projects those can be separated out into Teams.
The Workload section is where you can view your teams workload for the upcoming week or month. This enables you to see a birds eye view of what needs to be prioritized, and what's coming up next.
The Timelines section is where you can look ahead, track your current projects’ progress. It visualizes your team’s projects on a calendar grid or timeline, allowing you to zoom in on your week or get a high level visibility on month long initiatives.
Projects and Tasks are at the heart of Flow. Projects are the lists of tasks that need to get done, like a to-do list. Projects can have start and end dates, stages (sections) and attached resources.
To create a new project, navigate to the Projects section, find the correct team and click the blue + button in the bottom left “Create a New Project”.
First name your project, then select your default project view. List view will arrange your tasks vertically, while Kanban will display them in a horizontal timeline on cards. This can always be adjusted after, easiest to stick with the list view to start. Lastly, choose who you would like to share the project with. On the next screen, you’ll be prompted to choose those members or invite guests. When you’re finished, click "Create project".
After you’ve created your project, there are a couple additional specifics you can add to provide clarity to your team. Those include adding a description, attaching files, and adding start and end dates.
Once you’ve added all the information you want, it’s time to start creating some tasks!
Tasks are at the core of our work and they are rightly at the core of Flow. As such, we’ve made creating tasks as easy and powerful as possible.
To start, just click the green + button in the top right corner of the app or hit Enter/Return on your keyboard. This opens a task pane where you can enter more details.
Firstly, name your task. Next, add a task note. These operate the same as your project description, except specific to the task. Here you can also add links, files, emojis, and @mention your teammates. If your task can be broken up into multiple responsibilities or steps, add some subtasks. After you name your subtask, you can hit Tab on your keyboard to add a due date and a assignee to subtasks.
Next choose a team and project. If you’re already in a team and have a project selected when you create a task, those fields will be filled. Next add a due date, an assignee, any subscribers, and tags.
- The assignees of the task is the teammate who is directly responsible for completing it. They will receive a notification that they’ve been assigned a task (as well as all updates to the task), and the task will be added to their “Assigned to Me” in Favorites.
- Subscribers are the users that will be contributing and collaborating on the task, as well as anyone who’d like to be kept in the loop. Subscribers will have the task listed in their “Subscribed” view and will receive all the same updates and notifications on the task as the assignee.
- Lastly, Tags can be used to categorize your task. These are helpful to find tasks quickly by filtering your projects, favorites, and calendar. Use tags like “q1”, “asap”, “design”, etc.
Once you’ve added all the information that you need, click “Save”. Now it’s time to get to work! Add comments and updates, ask questions, @mention any teammates that you need input from, and finally, complete your task when it’s all wrapped up. Your completed task will head to “Completed Tasks” at the bottom of your project.
Organizing with Groups
Grouping projects together helps keep your project dashboard organized, easy to navigate and ensures that related projects are within reach of each other.
To create a new group, first navigate to the project dashboard by clicking “Projects” in the navigation bar.
Once on the dashboard find the “Create a New Group” field. If you haven’t created a new group in this team it should be right in front of you. If you or others have created groups before, you may have to scroll to the right/bottom to see it.
Now simply type the name of the group and hit Enter to save. We generally recommend a short but descriptive name that will easily clarify what the projects inside relate to. For example, any project relating to the creation of marketing campaigns might be contained within a Marketing Campaigns group, or all the projects relating to a particular client could be listed under a group with that client’s name as the title.
Once you’ve created the group, you can either create new projects in it by clicking the ‘+’ icon below it or by clicking ‘…’ and selecting “New Project.”