Skip to main content

Create Flow Items

Flow Items are the individual, atomic actions inside a Flow Definition. Each Flow Item represents a single operation—such as "Person Disable" to disable a user account, "Remove Group Memberships" to revoke access, or "Send Email" to deliver notifications. Flow Definitions orchestrate multiple Flow Items together to create complete business processes. This article demonstrates creating Flow Items and adding them to Flow Definitions.

Create a Flow Item​

  1. Expand Low Code/No Code Workflow and click No Code Flows.

  2. Select the Flow Items (Activities) tab and click the New Flow Item button (plus sign). New Flow Item Button This opens the form for creating a new Flow Item. New Flow Item Form

  3. Enter the details for the Flow Item:

    FieldDescription
    Item Type ActionThe system operation this Flow Item performs (e.g., "PersonDisable" to disable an EmpowerID Person account, "EmailPerson" to send notifications, "FWSendEmail" to send emails with templates)
    Scope Type (How to Get Items)The resource type this Flow Item acts upon (e.g., "Person Resource" for Person accounts, "Account Resource" for system accounts, "Person's Manager" for manager notifications)
    Item Collection FilterOptional query filter for limiting which items this Flow Item processes based on specific criteria
    Threshold Item CountMaximum number of items the system processes using this Flow Item. If the count exceeds this threshold, the system switches to the Flow Item specified in Over Threshold Switch to Item to handle large-scale operations differently. Set to 0 if not using threshold switching.
    Over Threshold Switch to ItemAlternative Flow Item to use when the item count exceeds the threshold. This allows different processing logic for bulk operations.
    NameInternal name for the Flow Item (e.g., "Person Disable", "Notify Admin Team", "Email Manager")
    Display NameName displayed in the EmpowerID UI
    DescriptionDescription of what this Flow Item does and when it should be used
    Fulfillment WF JSONOptional JSON configuration that provides parameters to the Flow Item's fulfillment workflow. For email Flow Items, specify the email template name here. For Flow Items that notify management roles, specify the role GUID and email settings. This JSON applies to all uses of this Flow Item unless overridden when adding the item to a Flow Definition.
    Is Shipping DataMarks objects in the EmpowerID Identity Warehouse as shipping data. For internal use only. Leave unchecked unless instructed otherwise.

  4. Click Save. Flow Item Configuration

  5. Repeat steps 2-4 to create any additional Flow Items needed for your workflows.

Add Flow Items to a Flow Definition​

After creating Flow Items, add them to Flow Definitions to configure their execution sequence, timing, and dependencies. If you haven't created a Flow Definition yet, see Create Flow Definitions.

  1. On the Flow Definitions tab, search for and select the Flow Definition where you want to add Flow Items.

  2. Click the Name link for the definition. Flow Definitions List This opens the View One page for the definition.

  3. On the View One page, click the Add New button (plus sign) in the Flow Items and Sequence section. Add New Flow Item

  4. Configure how this Flow Item executes within the Flow Definition:

    FieldDescription
    Run This Flow ItemSelect the Flow Item to add to this definition
    Start After X HoursNumber of hours to wait before executing this Flow Item. Set to 0 for immediate execution. Use delays when actions should occur after a waiting period (e.g., "Terminate Person" with a one-hour delay ensures accounts are disabled before deletion occurs).
    Depends on ItemOptional Flow Item that must complete before this item executes. Use this to create execution dependencies between Flow Items (e.g., "Send Manager Notification" depends on "Disable Person" completing first).
    Override Approval PolicyOverride the default Approval Policy for this Flow Item's Item Type Action. Use this when the default approval behavior is inappropriate for the specific scenario. For example, in termination workflows, bypass approval policies that would normally require manager approval for group removal by selecting the "No Approval Steps" policy.
    Fulfillment WF JSONOptional JSON configuration for this specific instance of the Flow Item within this Flow Definition. This JSON can override or supplement the JSON configured in the Flow Item itself. For email Flow Items, you can specify different templates or notification settings for different uses of the same Flow Item.

  5. Click Save. Flow Item Added to Definition

  6. Repeat steps 3-5 to add additional Flow Items to the definition. You can reorder Flow Items or modify their configurations after adding them.

Next Steps​

After creating Flow Items and adding them to Flow Definitions, create Flow Policies to determine when your Flow Definitions execute. Flow Policies connect Flow Events to Flow Definitions based on scope criteria. See Create Flow Policies for instructions.