Manage your flows

Manage your flows

Every time you log in to Zoho Flow, you will land on the My Flows page, where all of the flows in your organization will be available. You can perform multiple actions from here.

Create flows

To create a new flow:
  1. Click Create flow in the top-right corner.

Create folders

To create a new folder:
  1. Click the dropdown next to Create flow, then click Create folder.
  2. Provide a name for the folder.
  3. Choose the location of your folder. You can choose to place it under Home (My Flows) or inside another folder.
  4. Click Create.

Filter and search for flows

You can search for specific flows or folders using the Search Bar. Additionally, you can filter different types of flows with the following options:
  1. All folders: Search for folders in your organization
  2. All flows: Search within all flows in your organization
  3. Live: Flows that are currently switched on
  4. Paused: Flows that are currently switched off but were previously switched on
  5. Draft: Flows that are currently in the Draft state
  6. Owned: Flows that you have created
  7. Installed: Flow templates that are installed from the Zoho Flow gallery, the marketplace, or widgets
  8. Deprecated: Flows that have deprecated triggers or actions

Switch on or off flows

You can switch flows on or off directly from the My Flows section by using the switch on/off toggle button on a flow.

Notes
Flows that are incompletely built or have configuration issues cannot be switched on.

Delete flows

To delete a flow:
  1. Hover over the flows you want to delete until the selection checkboxes appear.
  2. Select the flows you want to delete.
  3. Click Delete in the top panel.
Notes
You can recover deleted flows within 90 days from the date of deletion. Learn more

Create copies of flows

Duplicating a flow allows you to create an identical copy, letting you make any changes to a flow configuration without affecting the original flow. To duplicate a flow:
  1. Hover over the flow you want to copy until the selection checkbox appears.
  2. Select the flow.
  3. Click Copy on the top toolbar.
  4. Provide a name for the duplicated flow.
  5. Click Create copy.
Notes
You can only duplicate one flow at a time.

Move flows to folders

To better organize your flows, you can move them to different folders. To do this:
  1. Hover over the flow you want to move until the selection checkbox appears.
  2. Select the flow.
  3. Click Move on the top toolbar.
  4. In the dialog box that appears, select the destination folder.
  5. Click Move.

From the My Flows section, you can click on a flow to view its summary, builder, and history.


Tags  

Tags help you organize and quickly locate flows and folders in your workspace. By assigning tags, you can categorise flows based on criteria such as project, environment, team, or priority.

You can create tags, assign them to flows or folders, and filter flows using tags to quickly find what you need.

NotesNote: Only the organization owner or admins can create or manage tags.

Add tags to a flow or folder  

You can assign one or more tags to a flow or folder to categorize it.

To add a tag  

  1. Navigate to the My Flows page.

  2. Locate the flow or folder you want to tag.



  3. Click + Add Tag on the flow or folder card.

  4. In the Tags panel, select one or more tags from the list.

    The selected tags will be applied to the flow or folder


Assign an existing tag  

In the Tags panel, click the name of an existing tag to assign it to the selected flow or folder. Once selected, the tag will appear on the corresponding flow or folder card.

You can also use the Search Tags field to find a tag quickly.

Create a new tag  

If the required tag does not exist, you can create a new one.



To create a tag  

  1. Click + Add Tag on a flow or folder.

  2. In the Tags panel, click Create Tag.

  3. Enter a name for the tag.

  4. Choose a color for the tag.

  5. Save the tag.

The newly created tag will be available to assign to flows and folders in your workspace.


Create a tag from the list view  

You can also create tags directly from the list view.

To create a tag from the list view  

  1. Navigate to the My Flows page.

  2. Switch to List view.



  3. Click the three-dot (more options) icon next to a flow or folder.

  4. Select Tags.

  5. In the Tags panel, click Create Tag.

  6. Enter a tag name and select a color.

  7. Save the tag.

The new tag will be available to assign to flows or folders.

Filter flows and folders using tags  

Tags can be used to filter flows and folders in your workspace quickly.

To filter flows by tag  

  1. Click the Tag filter icon on the My Flows page.

  2. In the Tags panel, select the tags you want to filter by.

  3. Only the flows and folders associated with the selected tags will be displayed.

Click Reset to clear the filter and view all flows and folders again.


Manage tags  

You can edit or delete existing tags from the Manage Tags window.

To manage tags  

  1. Open the Tags panel.

  2. Click Manage Tags.




  3. In the Manage Tags window, you can:

      • Edit the tag name

      • Change the tag color

      • Delete a tag

      • Click Add Tag to create a new tag

    1. Click Update to save your changes.

Deleting a tag will remove it from all flows and folders where it has been applied.

Summary

This is where you land every time you click on a flow. Summary is a dashboard for the particular flow where you can view the record of executions graphically. The recent executions and the list of connections used in this flow will also be visible here. You can test, reconnect, or delete these connections from here.

To edit your flow name or description, hover your cursor near the field until the edit icon appears. Click on it, make the required changes, then click outside the box to save your changes.


Builder

Builder is where you build and edit your flows. The builder tools available in the top-right corner of the builder will help you in this process.

Switch your flow on or off using the slide button in the top-right corner of the page. When the flow is switched on, Zoho Flow will detect changes which trigger the workflow. When the flow is switched off, changes will not be not detected. Switching off your flow will not affect the past executions.


History

Task history records every execution of the specific flow. Click on an execution to view more details about it. You can filter the list of executions by status and date for a refined list.