Creating New Flows

Mike Salyga

Updated January 20, 2025 17:03

Summary: Flows enable you to create various types of automation in Ziflow. A flow can be one simple task, such as creating a proof in Ziflow, or it can be a combination of tasks bundled together, such as creating proofs, moving the file, and sending out an email notification.

Flows can also be utilized as a way to integrate Ziflow with third-party apps using incoming webhooks.

We can distinguish flows into four parts:
1. Flows based on your cloud storage (Google Drive or Dropbox) can automate tasks with your cloud storage.
2. Flows based on intake forms which can upload proofs directly into your Ziflow account.
3. Flows based on SDK integrations which can send Ziflow data directly to third-party applications such as monday.com, Asana, Basecamp, Slack, or Microsoft Teams.
4. Flows based on Ziflow webhooks can integrate with any service that accepts API requests in JSON format.
Where is the feature setup? Under the Connect tab. Simply click on the Create flow button.

Flows based on Google Drive & Dropbox

You must first connect your cloud storage (Dropbox or Google Drive) before creating a flow. You can do this under the "Connect" tab -> Cloud Storage. If you need a detailed guide on how to connect with your cloud storage, please visit this website.

Available: on Business and Enterprise editions.

You can start by entering the Connect tab and pressing the Create flow button in the upper right corner of the dashboard.

Name your flow and select previously added cloud storage connection**. Alternatively, you can add a new cloud connection from this page as well.

Next, choose the event that will trigger your Zibot. In this, I’m choosing “a file is added to a folder”.

After this, we will “Set up details” for your event. Please see "Understanding event settings" for more information.

The settings above let you narrow down files that will trigger the automation later on. You can decide which files, uploaded, where and by whom will trigger later actions.

Once you're done with adjusting the trigger settings, click the "Next" button and proceed with the Zibot configuration. You'll be presented with a list of available Zibots:

Select the Zibot, which will automatically execute an action once a flow is triggered. In this help page, we'll use a create a proof Zibot, but if you want to check other Zibot configuration settings, please visit the following website.

Once you've adjusted Zibot settings, you can click Next and then save and turn on the flow. Please note that you can also connect many Zibots in one flow. These Zibots will be triggered one by one.

The flow is ready for use at this moment. You can drop a file in your cloud drive and see how the flow picks it up and activates the automation.

Flows based on Intake Forms

First, you need to create an intake form that can be later used in the flow. You can do this under the "Connect" tab -> Intake forms. If you need a detailed guide on how to create an intake form, please visit this website.

Summary: The Intake Forms feature, unique to Ziflow, allows your designers, customers, and stakeholders to submit proofs directly into your account using a simple link and have a workflow automatically assigned to that proof.

You can create as many intake forms as you need in just a matter of minutes, each with its own customized branding, title, description, as well as upload options, and custom properties.

Our intake forms handle not only file submissions but also text which we’ll automatically convert to a PDF for review.

Available: on Business and Enterprise editions.

The Intake Form Zibot creation process looks exactly the same way as any other Ziflow Zibot. Here’s an article showing how to set up a new flow, but we are also going to show how this looks step by step.

What is worth noting is that only users with Admin rights can set up Intake Form Zibots.

You start by clicking on the Create flow button inside the Connect tab:

Then, an “Intake form” must be selected as the application:

Select the “On submit” option as the event.

At this point, you need to choose which intake form should be connected to the Zibot (alternatively, you can also create an intake form from this level):

Once you’re done with the event configuration, you can proceed to set up an actual Zibot that is going to create proofs:

The next step will be a proof configuration: assembling a workflow, adding reviewers, adjusting proof settings etc. If you require additional information about configuration settings etc. please visit the detailed guide on how to create new proofs.

When you’re done, click the Next button, and you will be asked to confirm if the flow should be saved and activated. You can also name the flow so it is easier to differentiate it from other automations.

After saving a flow, the process is finished. Users can start submitting files through the intake form. Whenever someone uploads a file through the form, a review will automatically be created.

Webhook flows

Summary: Having the ability to keep your projects in sync as proofs progress through the review and approval workflow or being able to create proofing tasks for reviewers in your PM tool is a valuable component that Ziflow offers. We are actively working on extending our Zibots and integrations platform.

Available for: Administrators on Enterprise edition.

Our newest Zibots allow you to trigger a flow when the following events occur on a proof:
- New proof/version: triggers when a new proof is ready for review.
- Decision: triggers when a decision is made by a reviewer or when a decision is updated on the stage and/or proof.
- New comment/reply: triggers when a reviewer adds a comment/reply to the proof.
- Comment resolved: triggers when a comment is marked as resolved.
- Comment labeled: triggers when a reviewer labels a comment.
- Proof updated: triggers when the proof folder, setting, or custom property changes.
- Stage updated: triggers when a stage is started or when a reviewer is added/removed.
- Comment reaction: triggers when a comment reaction is added on a comment/reply level.
Where is the feature setup?

Click on the Connect tab in the upper left corner of the screen, then click on the Create flow button. Instead of connecting to cloud storage, select the Ziflow application.

You will be presented with the event details page, which will vary depending on your selected event. There are nine different types of events:
New proof/version
1. Triggered by - select the type of request that will trigger the Zibot.
2. Created in - select the Ziflow folder that this flow will monitor.
3. Created by - select the user responsible for this flow activation.
4. Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.
Proof updated
1. Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.
2. Modified in - select the Ziflow folder that this flow will monitor.
Decision made
1. Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.
2. Type of decision - choose the type of decision that needs to be made to activate the flow.
3. Created in - select the Ziflow folder that this flow will monitor.
New comment/reply
1. Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.
2. Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
3. Created in - select the Ziflow folder that this flow will monitor.
Comment resolved
1. Created in - select the Ziflow folder that this flow will monitor.
Comment labeled
1. Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.
2. Comment is labeled as - select which label(s) should trigger a Zibot.
3. Created in - select the Ziflow folder that this flow will monitor.
Stage updated
1. Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
2. Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
1. Triggered by - select which type of the stage updated event should trigger the Zibot.
2. Modified in - choose the Ziflow folder that this flow will monitor.
Comment reaction
1. Triggered by - choose to start a flow based on reactions added to comments, replies, or both.
2. Comment reacted with - select what type of reaction should trigger a flow.
3. Created in - select the Ziflow folder that this flow will monitor.
Next, choose a Webhook or Path Zibot:

Set up Webhook Zibot details:
1. Create - select the type of request. There are five types of requests that you can run.
2. URL (required) - enter the application URL where you will send the data.
3. Query String Parameters - add which parameters you want to send.
4. Request body - should be filled with JSON body. Read more about using JsonPath.
5. Headers - enter the header values for each request.
Once you hit the Next button, Ziflow will confirm if the flow looks good. If there are no problems, name the flow and turn it on.

Additional information:
- FAQ: How can I use JSONPath in Webhook Zibots?
- Ziflow Webhook Tokens & Flow Responses
- Notice that you can refer to the data from the proof or other Zibots in all input fields of the Webhook using JSONPath syntax. For more details and examples about our JSONPath syntax, please see our API reference page
We can distinguish flows into four parts:
1. Flows based on your cloud storage (Google Drive or Dropbox) can automate tasks with your cloud storage.
2. Flows based on intake forms which can upload proofs directly into your Ziflow account.
3. Flows based on SDK integrations which can send Ziflow data directly to third-party applications such as monday.com, Asana, Basecamp, Slack, or Microsoft Teams.
4. Flows based on Ziflow webhooks can integrate with any service that accepts API requests in JSON format.
Where is the feature setup? Under the Connect tab. Simply click on the Create flow button.

Flows based on Google Drive & Dropbox

**NOTE - you must first connect your cloud storage (Dropbox or Google Drive) before creating a flow. You can do this under the "Connect" tab -> Cloud Storage. If you need a detailed guide on how to connect with your cloud storage, please visit this website.

Available: on Pro, Business Legacy and Enterprise editions.

Start by entering the Connect tab and pressing the Create flow button in the dashboard's upper right corner.

Name your flow and select previously added cloud storage connection**. Alternatively, you can also add a new cloud connection from this page.

Next, choose the event that will trigger your Zibot. In this, I’m choosing “a file is added to a folder”.

After this, we will “Set up details” for your event. Please see "Understanding event settings" for more information.

The settings above let you narrow down files that will trigger the automation later on. You can decide which files, uploaded, where, and by whom will trigger later actions.

Once you're done adjusting the trigger settings, click the "Next" button and proceed with the Zibot configuration. You'll be presented with a list of available Zibots:

Select the needed Zibot that will automatically execute an action once a flow is triggered. In this help page, we'll use a create a proof Zibot, but if you want to check other Zibot configuration settings, please visit the following website.

Once you've adjusted Zibot settings, you can click Next and then save and turn on the flow. Please note that you can also connect many Zibots in one flow. These Zibots will be triggered one by one.

The flow is ready for use at this moment. You can drop a file in your cloud drive, see how the flow picks it up, and action the automation.

Flows based on Intake Forms

**NOTE - first, you need to create an intake form that can be later used in the flow. You can do this under the "Connect" tab -> Intake forms. If you need a detailed guide on how to create an intake form, please visit this website.

Summary: The Intake Forms feature allows your designers, customers, and stakeholders to submit proofs directly into your account using a simple link and have a workflow automatically assigned to that proof.

You can create as many intake forms as you need in just a matter of minutes, each with its own customized branding, title, description, as well as upload options, and custom properties.

Our intake forms handle not only file submissions but also text and websites.

Available: on Standard, Pro, Business Legacy, and Enterprise editions.

Once your first intake form is ready, follow the steps below. You start by clicking on the Create flow button inside the Connect tab:

Then, an Intake form must be selected as the application:

Select the On submit option as the event.

At this point, you need to choose from the list which intake form should be connected to the Zibot (alternatively, you can also create an intake form from this level):

Once you’re done with the event configuration, you can proceed to set up an actual Zibot that is going to create proofs, send a request to a third-party app or create a path:

In this article, we'll cover a scenario that will create proof out of the file submitted through the intake form. Our next step will be proof configuration: building a workflow, adding reviewers, adjusting proof settings, etc. If you need more information on proof configuration, please visit the following Help Page.

When you’re done, click the Next button, and you will be asked to confirm if the Zibot should be saved and activated.

After saving the Zibot, the process is finished. Users can start submitting files through the intake form. A proof will automatically be created whenever someone uploads a file through the form.

Webhook flows

Summary: Having the ability to keep your projects in sync as proofs progress through the review and approval workflow or being able to create proofing tasks for reviewers in your PM tool is a valuable component that Ziflow offers. We are actively working on extending our Zibots and integrations platform.

Available for: Administrators on Pro, Business Lgecay, and Enterprise editions.

Our newest Zibots allow you to trigger a flow when the following events occur on a proof:
- New proof/version: triggers when a new proof is ready for review.
- Decision: triggers when a decision is made by a reviewer or when a decision is updated on the stage and/or proof.
- New comment/reply: triggers when a reviewer adds a comment/reply to the proof.
- Comment resolved: triggers when a comment is marked as resolved.
- Comment labeled: triggers when a reviewer labels a comment.
- Proof updated: triggers when the proof folder, setting, or custom property changes.
- Stage updated: triggers when a stage is started or when a reviewer is added/removed.
- Comment reaction: triggers when a comment reaction is added on a comment/reply level.
Where is the feature setup?

Click on the Connect tab in the upper left corner of the screen, then click on the Create flow button. Instead of connecting to cloud storage, select the Ziflow application.

How does it work?

The first step is selecting the event that will trigger your Zibot:

Next, you will be presented with the event details page, which will vary depending on your selected event.
1. Triggered by - select the type of request that will trigger the Zibot.
2. Created in - select the Ziflow folder that will be monitored by this flow.
3. Created by - select the user that will be responsible for this flow activation.
1. Triggered by decision made - select what level decision needs to be made in order to activate the flow.
2. Type of decision - choose the decision that needs to be made to activate the flow.
3. Created in - select the Ziflow folder that is going to be monitored by this flow.
1. Triggered by new comment / new reply - choose which option should activate the flow.
2. Made by - choose if a Zibot should be activated by a specific reviewer or by anyone who adds a comment/reply.
3. Created in - select the Ziflow folder that is going to be monitored by this flow.
1. Created in - select the Ziflow folder that this flow will monitor.
1. Comment is labelled as - select which label(s) should trigger a Zibot.
2. Created in - select the Ziflow folder that is going to be monitored by this flow.
1. Triggered by - select which type of the proof updated event should trigger the Zibot.
2. Modified in - choose the Ziflow folder that this flow will monitor.
1. Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
2. Modified in - choose the Ziflow folder that this flow will monitor.
1. Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.
2. Comment reacted with - select what type of reaction should trigger a flow.
3. Created in - select the Ziflow folder that is going to be monitored by this flow.
Next, choose a Webhook or Path Zibot:

Set up Webhook Zibot details:
1. Create - select the type of request.
2. URL (required) - enter the application URL where you will send the data.
3. Query String Parameters - add which parameters you want to send.
4. Headers - enter the header values for each request.
Once you hit the Next button, Ziflow will confirm if the flow looks good. If there are no problems, name the flow and turn it on.

Additional information:
- FAQ: How can I use JSONPath in Webhook Zibots?
- Notice that you can refer to the data from the proof or other Zibots in all input fields of the Webhook using JSONPath syntax. For more details and examples about our JSONPath syntax, please see our API reference page

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