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FLOWii Zapier integrationAutomate FLOWii with Zapier.

The FLOWii Zapier integration gives you 1 trigger, 31 actions and 80 searches. One event can start a Zap, a new partner, and almost every step then leans on a search to find the company, user or record it needs before it can write anything.

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Overview

What the FLOWii Zapier integration actually does

FLOWii is a cloud CRM for running your business: partners, business cases, orders, tasks, communications, cashflow and staff attendance. Connected to Zapier, it can start an automation when a partner is added, and it can create, update, delete or look up most of those records from any other step.

Three things come out of it in practice. A follow-up plan: a new partner lands, and Create Task or Create Communication puts the first call on a colleague's list. A sales file that keeps itself tidy: Create Business Case opens the deal, Upload Business Case Attachment drops the signed quote into it. A money trail: Create Cashflow and Create Cashflow Transaction log what was invoiced or paid somewhere else.

Now the limits, because they shape every Zap you will build here. There is a single event that can start a Zap, New Partner. A new order, a won deal or a finished task in FLOWii will not wake Zapier up; if you need that, the event has to come from another tool. And almost every field that points at a record wants an ID, not a name, which means a search step in front of the action. A Zap with a search is no longer a free one.

If you are weighing tools, the same app is covered on our FLOWii Make integration page, and the Make vs Zapier comparison sets the two side by side.

Vocabulary

Zapier words you will meet on this page

Eight terms, each in plain English. They come back all the way down, so this is the only time they get defined.

Zap
The automation you build: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event that starts a Zap. Once the Zap is switched on, Zapier sits and waits for it to happen.
Action
What the Zap does once it has started: the step that creates, updates, sends or removes something for you.
Task
What Zapier bills. Each action that completes successfully is one task, and your plan is a monthly count of them.
Polling vs instant
Polling: Zapier checks the app on a timer for new items. Instant: the app tells Zapier itself, the moment it happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it otherwise.
Search step
A step that finds something that already exists in an app, so later steps can reuse what it found, like an ID.
Connection
Your FLOWii account linked to Zapier once, then reused by every step of every Zap that touches FLOWii.
Cost

What a FLOWii Zap costs you

FLOWii is not a premium app, so it works on the free plan. The catch is elsewhere.

  • Free plan100 tasks a month, unlimited Zaps, two-step Zaps only
  • Premium appNo, FLOWii runs on the free plan
  • Trigger costNothing, only completed actions are billed
  • Failed actionNot counted against your plan

The New Partner trigger never costs a task, however often Zapier checks. Every action that succeeds counts once, so a Zap with three actions uses three tasks per partner; an action that fails is not counted. The free plan stops at two steps, one trigger and one action. Since most FLOWii fields want an ID found by a search, and a search or a filter makes a Zap multi-step, a working FLOWii Zap usually needs a paid plan. A few apps and actions take more than one task when they run.

Connect

Connect your FLOWii account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. Type FLOWii in the search box of the dialog and pick it. You need a FLOWii account, plus read or write access on any record you do not own and want the Zap to touch.

  2. 02

    Sign in to FLOWii

    Click Add connection. A new tab opens on FLOWii: sign in with the account the Zaps should act as. Every FLOWii step of your Zaps will then use this account.

  3. 03

    Grant Zapier access

    Accept the access request. The connection is then shared by every FLOWii step you add later, trigger, actions and searches alike, so you only do this once per account rather than once per Zap.

First Zap

Your first Zap: a kickoff task for every new partner

GoalWhen an agency or consultancy adds a client to FLOWii, a kickoff task appears for the right teammate.

  1. 01

    Build: pick the trigger

    Start a new Zap with Build, choose FLOWii as the app and New Partner as the event, then select the FLOWii connection you made earlier.

  2. 02

    Test the trigger

    Click Test. Zapier brings back the three most recent partners of the account, so add a dummy partner first if the list is empty, and pick one to map from.

  3. 03

    Find who gets the task

    Add Find User to get the User ID of the person who will run kickoffs, then Find Activity Type for the Activity Type ID. Both fields are mandatory on Create Task.

  4. 04

    Add Create Task

    Pick Create Task, map the Company Name, write a Caption that includes the partner's name, set the State, and map the two IDs found by the searches above.

  5. 05

    Test, then Publish

    Test the action once and open FLOWii to check the task exists. Then click Publish. From now on each new partner adds a task, and every action that completes counts as one task on your plan.

Triggers

The FLOWii trigger

1 event starts a Zap when something happens in FLOWii. Zapier checks for them at the interval your plan allows.

1

New Partner

Polling trigger

In Zapier“Triggers when a new partner is added.”

This is the only door into a FLOWii Zap: it starts each time someone adds a partner to the account. Everything else on this page happens because of it, or because another tool's trigger handed the job to FLOWii.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
Your sales team adds clients by hand in FLOWii and you want onboarding, a welcome email in another tool or a first task to follow without anyone remembering it.
Watch out
Zapier only sees partners added after the Zap is switched on; the ones already in the account will never set it off.
Actions

FLOWii actions, grouped by what they do

FLOWii gives you 31 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Attendance Event

Action

In Zapier“Creates an attendance event.”

Logs an attendance record for one member of staff. You give it the company, the User ID of the person and the Type of event.

When to use it
Your team clocks in through another tool, a badge reader or a time app, and FLOWii should hold the same record without double entry.
Watch out
The User ID is mandatory and comes from Find User, not from the person's name.
2

Create Business Case

Action

In Zapier“Creates a business case.”

Opens a new business case, FLOWii's word for a deal or an opportunity, tied to a partner. It needs a name, a created date, a Business Case State ID and the Partner ID it belongs to.

When to use it
A quote request lands through your website form and you want a deal opened in FLOWii straight away, at the right stage.
Watch out
The State ID comes from Find Business Case State; a stage name typed by hand will not do.
3

Create Cashflow

Action

In Zapier“Creates cashflow statement.”

Adds a cashflow statement to the company's books in FLOWii, with a Cashflow Type and an Amount, attached to a Company Data ID.

When to use it
Payments are confirmed in your payment tool and finance wants FLOWii's cash position to follow on its own.
Watch out
Company Data ID is not the company name: get it with Find Company Data before this step.
4

Create Communication

Action

In Zapier“Creates communication.”

Schedules a communication with a partner, with a Direction, a State, the user in charge and a Planned From and Planned To window.

When to use it
A signed contract should put a follow-up call in a salesperson's FLOWii calendar for the right partner.
Watch out
Seven fields are mandatory here, including two IDs, so plan a search step for the partner and one for the user.
5

Create Order

Action

In Zapier“Creates order.”

Records a new order for a partner, with an Order Name, the State ID of where the order stands and the Partner ID of the customer.

When to use it
Orders arrive from your online shop and the back office wants them in FLOWii without retyping each line.
Watch out
The State ID comes from Find Order State; map it once and reuse it.
6

Create Partner

Action

In Zapier“Creates partner.”

Adds a partner to FLOWii, company or person, with a Partner Name, a Partner Type, a First Name and the Responsible User ID of the account owner. For a person, the key contact is also the name.

When to use it
New leads come in through a form or an event app and should become FLOWii partners owned by the right rep.
Watch out
If your Zap also runs on New Partner, this action will set that Zap off again.
7

Create Planned Attendance

Action

In Zapier“Creates a planned absence.”

Books a planned absence for one user in FLOWii, with the company, the User ID and the Type of absence.

When to use it
Leave requests are approved in another HR or form tool and the FLOWii calendar should reflect them.
Watch out
The Zapier label says Planned Attendance while the record is an absence; both names point to the same thing.
8

Create Task

Action

In Zapier“Creates a task.”

Creates a task with a Caption, a State, an Activity Type ID and the user it is assigned to. It is the action behind a follow-up in FLOWii.

When to use it
Anything that should land on a colleague's to-do list, from a new partner to a support ticket raised elsewhere.
Watch out
Two user fields are mandatory, Assigned User ID and User ID; both come from Find User.
9

Create Task Activity Interval

Action

In Zapier“Creates an interval in a task activity.”

Adds a time slot, a From and a To, to an activity inside an existing task.

When to use it
A time tracker outside FLOWii logs hours and you want them booked against the matching task activity.
Watch out
It needs both the Task ID and the Activity ID, the second one from Find Task Activity.
10

Create Task Message

Action

In Zapier“Creates a message.”

Posts a message on an existing task, so the conversation about a job stays in FLOWii next to the task itself.

When to use it
A client replies by email or in a chat tool and the comment should appear on the task your team is working on.
Watch out
Find the Task ID first with Find Task; the message field alone is not enough.
11

Delete Business Case

Action

In Zapier“Deletes a business case by its ID.”

Removes a business case from FLOWii, chosen by its Business Case ID.

When to use it
A deal gets cancelled in the tool where your team really works and FLOWii should not keep a ghost of it.
Watch out
The ID decides what disappears; the field help points to a Find Business Case search, while the list only shows Find Bussiness Case, so test on a dummy deal first.
12

Delete Cashflow

Action

In Zapier“Deletes a cashflow statement by its ID.”

Takes a cashflow statement out of FLOWii, by its Cashflow ID.

When to use it
A payment is reversed at the source and the statement written by an earlier Zap must go.
Watch out
Run Find Cashflow with a precise field, so the right statement is the one that goes.
13

Delete Communication

Action

In Zapier“Deletes a communication by its ID.”

Removes a planned communication by its Communication ID.

When to use it
A meeting is cancelled in your calendar and the matching FLOWii entry should vanish too.
Watch out
Find Communication gives the ID; a vague search can hand back the wrong one.
14

Delete File

Action

In Zapier“Deletes a file by its ID.”

Deletes one attached file by its File ID, whatever record it hangs from.

When to use it
A document is replaced by a newer version and the old copy should not linger in FLOWii.
Watch out
The File ID comes from the attachment searches, Find Partner Attachment, Find Order Attachment and the like.
15

Delete Order

Action

In Zapier“Deletes an order by its ID.”

Removes an order from FLOWii, identified by its Order ID.

When to use it
An order gets cancelled in your shop and FLOWii should drop it instead of showing it as open.
Watch out
Find Order first; never type an Order ID by hand in a live Zap.
16

Delete Partner

Action

In Zapier“Deletes a partner by its ID.”

Removes a partner record, picked by its Partner ID.

When to use it
A contact asks to be erased from your marketing tool and the same person should leave FLOWii.
Watch out
The Partner ID decides who goes, so take it from Find Partner matched on a unique field.
17

Delete Task

Action

In Zapier“Deletes a task by its ID.”

Removes a task from FLOWii by its Task ID, so it no longer shows on anyone's list.

When to use it
A ticket closed as a duplicate elsewhere should not leave a task behind in FLOWii.
Watch out
Find Task returns the ID; filter on something unique.
18

Delete Task Activity Interval

Action

In Zapier“Deletes a task activity interval by its ID.”

Removes one logged time slot from a task activity, using the Task ID and the Task Activity Interval ID.

When to use it
A time entry is deleted in your tracker and the FLOWii interval should go with it.
Watch out
The field help points to a Find Task Activity Interval search, which the editor does not list under that name; test the step on a dummy time slot before you trust it.
19

Create Cashflow Transaction

Action

In Zapier“Creates a transaction.”

Records a single transaction, with its Type and Amount, for the Company Data ID you point it at. Where Create Cashflow adds a statement, this logs one movement of money.

When to use it
Your bank or payment tool sends each payment and you want every one written into FLOWii as it clears.
Watch out
Company Data ID is mandatory here too: it comes from Find Company Data, not from the company name.
20

Update Cashflow

Action

In Zapier“Updates cashflow statement.”

Changes an existing cashflow statement found by its Cashflow ID, for instance to correct an amount or a type once the real figure is known.

When to use it
An invoice gets credited in your billing tool and the matching FLOWii statement must be corrected.
Watch out
No Cashflow ID, no update; Find Cashflow is the step to put in front.
21

Update Communication

Action

In Zapier“Updates communication.”

Edits a communication already planned in FLOWii, picked by its Communication ID.

When to use it
A meeting gets moved in your calendar tool and FLOWii should follow without someone editing it twice.
Watch out
Find Communication gives you the ID; match on something stable, not on a date that may change.
22

Update Notification

Action

In Zapier“Updates the notification by its ID.”

Marks a FLOWii notification as read or unread, using its Notification ID and the mandatory Is Read field.

When to use it
You push FLOWii alerts to another tool and want them cleared in FLOWii once someone has dealt with them there.
Watch out
Find Notifications supplies the Notification ID.
23

Update Partner

Action

In Zapier“Updates partner.”

Changes the details of an existing partner, located by its Partner ID, including whether it is subscribed.

When to use it
A contact updates their details in a form or your newsletter tool and FLOWii should carry the same data.
Watch out
Partner ID is mandatory, and Find Partner is where it comes from.
24

Update Task

Action

In Zapier“Updates a task.”

Rewrites an existing task found by its Task ID, with the Activity Type ID and the User ID mandatory on every update.

When to use it
A ticket changes owner in your helpdesk and the matching FLOWii task should be reassigned.
Watch out
Even for a small change, the two IDs must be filled again.
25

Update Task Activity

Action

In Zapier“Updates the task activity by id.”

Changes the State of a single activity inside a task, identified by the Task ID and the Activity ID.

When to use it
One step of a job is ticked off in another tool and only that activity should move forward in FLOWii.
Watch out
Find Task Activity is the search that returns the Activity ID.
26

Update Task Activity Interval

Action

In Zapier“Updates the task activity's interval by id.”

Corrects a time slot already logged on a task activity: new From, new To, on the interval identified by its Activity Interval ID.

When to use it
Hours get edited in your time tracker after the fact and FLOWii should match.
Watch out
Three IDs are required, task, activity and interval, so this is a long Zap on a paid plan.
27

Upload Business Case Attachment

Action

In Zapier“Uploads an attachment to a business case specified by its ID.”

Attaches a file to a business case picked by its ID, so the quote, the brief or the contract sits in the deal itself.

When to use it
A proposal gets signed in an e-signature tool and the PDF should land in the matching FLOWii deal.
Watch out
The file must be passed as Base64 content, with its Content Type (MIME Type) filled in.
28

Upload Communication Attachment

Action

In Zapier“Uploads an attachment to a communication specified by its ID.”

Adds a file to one communication in FLOWii, found by its Communication ID, such as the minutes of a call.

When to use it
Meeting notes are produced in another tool and belong next to the FLOWii communication they relate to.
Watch out
Same Base64 and MIME Type requirement as every FLOWii upload.
29

Upload Order Attachment

Action

In Zapier“Uploads an attachment to an order specified by its ID.”

Puts a file on an order, picked by its Order ID: delivery note, purchase order, proof of payment.

When to use it
A supplier emails a delivery note and you want it filed on the right FLOWii order.
Watch out
Find Order must run first to give the Order ID; the file goes in as Base64.
30

Upload Partner Attachment

Action

In Zapier“Uploads an attachment to a partner specified by its ID.”

Stores a document on a partner record, such as a signed agreement or an ID document, using the Partner ID.

When to use it
Onboarding paperwork is collected by a form tool and should be kept on the partner's FLOWii file.
Watch out
Content Type (MIME Type) is mandatory, and the file itself goes in as Base64 content.
31

Upload Task Attachment

Action

In Zapier“Uploads an attachment to a task specified by its ID.”

Drops a file into an existing task by its Task ID, so whoever picks up the task has the document at hand.

When to use it
A designer exports a file and the review task in FLOWii should hold it.
Watch out
Base64 content and MIME Type again, plus a Task ID from Find Task.
Searches

FLOWii searches: finding the IDs every action asks for

80 search steps look for data that already exists in FLOWii, so a later step can use it.

Eighty searches is a lot, and it is not padding. FLOWii actions rarely accept a name; they want the ID of the company data, the partner, the user or the state. The searches are how a Zap gets those IDs. In the editor they sit at the bottom of the action event list, under SEARCH, and some fields offer + Add search step to insert one for you. FLOWii has no find-or-create variant.

1

Find Company

Search

In Zapier“Search for a company by it's name”

Looks up a company in your FLOWii account by name. It is the step behind the Company Name field that almost every other FLOWii action and search asks for, so it tends to sit at the very top of a Zap.

When to use it
Put it first in any Zap where the company name might be spelled differently from one source to the next, then map its name into every later step.
Watch out
Part of a name is accepted, but the value must match exactly one company.
2

Find Activity Type

Search

In Zapier“Find type of activities.”

Returns the activity types defined in your account each one with the ID FLOWii uses behind the scenes.

When to use it
Right before Create Task or Update Task, since both refuse to run without an Activity Type ID.
Watch out
Pick the type by a name that will not be renamed next month, or the Zap starts pointing at nothing.
3

Get Attendance Summary

Search

In Zapier“Get your attendance summary (total paid, balance, available vacation..).”

Pulls an attendance summary for the connected account: total paid time, the balance and the vacation still available.

When to use it
An office manager wants remaining leave sent to a chat or a sheet each time a leave request is filed in another tool.
Watch out
It summarises one account, so it reads the summary of whoever made the connection.
4

Find Business Case Attachment

Search

In Zapier“Find business case attachments by business case ID.”

Lists the files attached to one business case once you give it the Business Case ID, and hands each file's ID to the steps that follow.

When to use it
Before Delete File, to remove an outdated quote, or to pass a signed contract from the deal on to a storage or e-signature tool.
Watch out
The Business Case ID is mandatory; the field help names a Find Business Case search, and the closest entry in the list is Find Bussiness Case.
5

Find Business Case Emails

Search

In Zapier“Find emails related to a business case.”

Fetches the emails FLOWii has linked to a given deal, so another tool can read the conversation without anyone opening the CRM.

When to use it
A deal is marked lost and the sales lead wants its email history copied into a review document for the next pipeline meeting.
Watch out
No Business Case ID, no result; the field help names Find Business Case, and the closest entry in the list is Find Bussiness Case.
6

Find Business Case Events

Search

In Zapier“Fidn events related to a business case.”

Brings back the events logged on a business case, in other words the timeline of what happened on that opportunity since it was opened.

When to use it
You report on deal activity in a spreadsheet or a dashboard tool and need the event trail of one opportunity at a time.
Watch out
Like the other deal searches, it needs the Business Case ID.
7

Find Business Case Failures

Search

In Zapier“Find business case failures.”

Gives you the list of failure reasons configured for lost deals in your company.

When to use it
Feeding Get Business Case Failure by ID, or matching a lost reason typed in a form against FLOWii's own list before you store it.
Watch out
The list is per company, so the Company Name you map decides which reasons come back.
8

Find Bussiness Case

Search

In Zapier“Find specific business cases, filtered by separate fields.”

Searches business cases using several fields as filters and returns the matching deal with its ID. The typo in the label is Zapier's, and it is the exact name you will see in the editor.

When to use it
In front of Delete Business Case, Upload Business Case Attachment and every search that starts from a deal.
Watch out
Filter on enough fields that only one deal can match, or tune the multiple results setting.
9

Find Business Case Source

Search

In Zapier“Find business case sources.”

Lists where your deals come from: the lead sources set up in FLOWii with their IDs.

When to use it
When a web form tags its leads by channel and you want to line that channel up with the matching FLOWii source.
Watch out
A source that exists in the form but not in FLOWii finds nothing; decide what the Zap does then.
10

Find Business Case State

Search

In Zapier“Find business cases states.”

Returns the pipeline stages of your business cases with the ID of each one, which is the only value FLOWii accepts when you open a deal.

When to use it
Every Create Business Case needs it, because the Business Case State ID field takes nothing else.
Watch out
Typing the stage name into the ID field is the classic failed first test.
11

Find Business Case Tasks

Search

In Zapier“Find tasks related to business cases.”

Collects every task attached to one business case, so you can see what work is still hanging on a deal before you touch it.

When to use it
A deal closes in your quoting tool and you want to know which tasks on it are still open before closing them with Update Task.
Watch out
It needs the Business Case ID; the field help names Find Business Case, and the closest entry in the list is Find Bussiness Case.
12

Find Cashflow

Search

In Zapier“Find cashflow, filtered by separate fields.”

Searches cashflow statements with field filters and returns the one that matches, together with the Cashflow ID the cashflow actions need.

When to use it
Before Update Cashflow or Delete Cashflow, and before Get Cashflow by ID when you want the full statement.
Watch out
Search on something precise, an amount or a reference, so two similar statements cannot be confused.
13

Find Communication

Search

In Zapier“Find communications, filtered by separate fields.”

Finds communications, calls, meetings or messages, using field filters, and gives back the Communication ID of the one that fits.

When to use it
Ahead of Update Communication, Delete Communication or Upload Communication Attachment, all of which work on an ID.
Watch out
A date alone often matches several meetings; add the partner or the user to the filters.
14

Find Communication Attachment

Search

In Zapier“Find all communication attachments.”

Shows the files hanging from one communication once you give it the Communication ID, each with its own file ID.

When to use it
To send call notes stored in FLOWii to a shared drive, or to get a File ID for Delete File.
Watch out
The Communication ID is mandatory, so Find Communication comes first.
15

Find Communication Category

Search

In Zapier“Find communication catogries tied to the company.”

Returns the communication categories tied to your company, with their IDs, the labels your team uses to sort calls and meetings.

When to use it
Mapping the meeting type chosen in a booking tool onto the FLOWii category that should hold it.
Watch out
Categories are per company, so check the Company Name you map is the right one.
16

Find Communication Type

Search

In Zapier“Find a of all communication types tied to the company.”

Retrieves the communication types your company uses each with its ID.

When to use it
When a scheduling tool sends bookings and each one should become the right kind of FLOWii communication.
Watch out
Feed the ID to Get Communication Type by ID when you need the name again later.
17

Find Company Data

Search

In Zapier“Find company data.”

Fetches the company data records of the account with the Company Data ID that the money and document steps ask for.

When to use it
Mandatory before Create Cashflow, Create Cashflow Transaction and Find Document Numbering Sequence.
Watch out
Company Data ID is not the same thing as Company Name; mixing them up is the usual first error.
18

Find Country

Search

In Zapier“Find country.”

Hands back the list of countries FLOWii knows, so a country value can be checked against what the CRM expects before it is used.

When to use it
Normalising a country typed freely in a sign-up form before it reaches a partner record created by Create Partner.
Watch out
Free text from a form will not always match; a filter after the search catches the misses.
19

Find Delivery Type

Search

In Zapier“Find delivery type.”

Lists the delivery types set up for your orders with the ID of each.

When to use it
Matching the shipping option a customer chose in your online shop to the one FLOWii uses for its orders.
Watch out
Get Delivery Type by ID turns the ID back into a readable name later in the Zap.
20

Find Document Category

Search

In Zapier“Find document category.”

Returns the document categories of the Document Type you choose, which is a mandatory field, so the result depends on that choice.

When to use it
Sorting incoming files into the right FLOWii category before you attach them to a partner or an order.
Watch out
Pick the Document Type first; an empty one stops the step.
21

Find Document Numbering Sequence

Search

In Zapier“Find document numbering sequence.”

Reads the numbering sequence FLOWii applies to one document type for one Company Data ID.

When to use it
An accountant wants to check which series the next invoice will use before anything is generated in another tool.
Watch out
Two fields are mandatory beyond the company: Document Type and Company Data ID.
22

Find Document Subcategory

Search

In Zapier“Find document subcategory.”

Lists the subcategories that sit under your document categories, for filing rules that go one level deeper.

When to use it
When a single category is too broad and files must land in a finer bucket.
Watch out
Its Document Subcategory ID field is mandatory and the field help points back to this very search, so test it with an ID you already know.
23

Find Goods Category

Search

In Zapier“Find goods category.”

Shows the categories of your product catalogue with their IDs, the top level of how FLOWii groups what you sell.

When to use it
Before Find Goods Subcategory, which needs a Goods Category ID, or to tag a product sold through another channel.
Watch out
Get Good Category by ID reads one of them back by its ID.
24

Find Goods

Search

In Zapier“Find goods, filtered by separate fields.”

Searches your catalogue of goods with field filters and returns the product that fits, with its ID.

When to use it
A wholesaler syncing stock wants the FLOWii product matching a reference from the warehouse tool, then Get Good by ID for the rest of its details.
Watch out
Search on a unique reference rather than a product name shared by several variants.
25

Find Goods Subcategory

Search

In Zapier“Find goods subcategory.”

Brings up the subcategories of one goods category once you hand it the Goods Category ID.

When to use it
Fine product classification in a catalogue sync, once Find Goods Category has given you the category.
Watch out
Without the Goods Category ID the step cannot run.
26

Get Home Page Summary

Search

In Zapier“Get home page summary (task count, partners count...).”

Grabs the figures of the FLOWii home page, such as the task count and the partners count, in a form the next steps can reuse.

When to use it
A manager wants those headline counts posted to a team channel each time a report is generated elsewhere.
Watch out
It reads a snapshot at the moment the Zap runs, nothing more.
27

Find Notifications

Search

In Zapier“Find notifications.”

Lists FLOWii notifications with their IDs. Each result carries the Notification ID that Update Notification takes, along with its mandatory Is Read field.

When to use it
Right before Update Notification, which only accepts a Notification ID.
Watch out
Paired with a filter, it lets you clear only some notifications, on a paid plan.
28

Get Notification Summary

Search

In Zapier“Get notifications (unread count).”

Counts how many notifications are still unread and returns that figure on its own.

When to use it
Sending someone a nudge when the unread count keeps growing, with a filter on that number placed after the search.
Watch out
Remember the filter makes the Zap multi-step, so it needs a paid plan.
29

Find Order Attachment

Search

In Zapier“Find order attachment.”

Lists every file attached to one order, given its Order ID, with the file IDs.

When to use it
Forwarding a delivery note stored in FLOWii to a carrier, or getting a File ID to remove an outdated document.
Watch out
Order ID first: Find Order is the step that gives it.
30

Find Order Documents

Search

In Zapier“Find order documents.”

Pulls the documents FLOWii holds for an order, the paperwork produced around that sale.

When to use it
Accounts want the documents of a given order copied into the bookkeeping tool once it is paid.
Watch out
It needs the Order ID, like every order search.
31

Find Order Events

Search

In Zapier“Find order events.”

Reads the event history of a single order, step by step, as FLOWii logged it.

When to use it
Customer service needs to see what happened to an order before answering a complaint raised in the helpdesk.
Watch out
Map the Order ID from Find Order rather than from a customer's message.
32

Find Order

Search

In Zapier“Find order, filtered by separate fields.”

Searches orders with field filters and hands back the Order ID of the match, the key every order step asks for.

When to use it
Before Delete Order, Upload Order Attachment, Get Order by ID and the order searches.
Watch out
Filter on an order reference, not on a partner who may have several open orders.
33

Find Order State

Search

In Zapier“Find order state.”

Returns the states an order can go through in your account, with their IDs.

When to use it
Create Order cannot run without a State ID, and this search is where it comes from.
Watch out
States are per company, so map the right Company Name.
34

Find Order Subtype

Search

In Zapier“Find order subtype.”

Displays the subtypes of one order type, given its Order Type ID. The Order Type ID comes from Find Order Type.

When to use it
Classifying orders more finely once Find Order Type has picked the main type.
Watch out
Without the Order Type ID the step stops.
35

Find Order Tasks

Search

In Zapier“Find order tasks.”

Gathers the tasks linked to one order, the to-dos your team attached to that sale.

When to use it
When an order ships and the open tasks around it should be reviewed or closed with Update Task.
Watch out
Order ID is mandatory here too.
36

Find Order Type

Search

In Zapier“Find order type.”

Outputs the order types defined in the account, with their IDs.

When to use it
Before Find Order Subtype, or to map a shop's sales channel onto a FLOWii order type.
Watch out
Get Order Type by ID reads one type back when you only hold the ID.
37

Find Partner Attachment

Search

In Zapier“Find partner attachment.”

Reveals the files stored on one partner record, such as a signed agreement, with their file IDs. Each file comes with its ID, which Get File by ID or Delete File can then use.

When to use it
Checking whether an agreement is already filed before asking the client for it again.
Watch out
Partner ID first, from Find Partner.
38

Find Partner Business Cases

Search

In Zapier“Find partner business cases.”

Lists the business cases linked to one partner, open and closed.

When to use it
A new request arrives through a form and you want to know whether that client already has a deal open before creating another.
Watch out
It needs the Partner ID, so pair it with Find Partner.
39

Find Partner Contacts

Search

In Zapier“Find partner contacts.”

Retrieves the contact people recorded on a partner company. For a person rather than a company, the partner itself is the key contact.

When to use it
Sending an invitation from your webinar tool to every contact of a given client.
Watch out
With several contacts, set the multiple results option to hand them all on.
40

Find Partner Documents

Search

In Zapier“Find partner documents.”

Collects the documents FLOWii keeps for one partner in a single result. It sits next to Find Partner Attachment in the list; test both on one partner to see which one holds what you need.

When to use it
An auditor's checklist asks for every document of a supplier gathered in one shared folder.
Watch out
Partner ID is mandatory.
41

Find Partner Emails

Search

In Zapier“Find partner emails.”

Surfaces the emails linked to a partner, so the trail of exchanges can travel to another tool.

When to use it
Handing an account to a new rep, with the email history copied into a handover note.
Watch out
Map the Partner ID from Find Partner, matched on a unique field.
42

Find Partner Events

Search

In Zapier“Find partner events.”

Reads the timeline of events of one partner, everything FLOWii logged against that record.

When to use it
Building a client history in a reporting tool from what FLOWii has recorded.
Watch out
Like the other partner searches, it needs the Partner ID.
43

Find Partner

Search

In Zapier“Find partner, filtered by separate fields.”

Searches partners with field filters and returns the Partner ID.

When to use it
In front of Create Business Case, Create Order, Create Communication, Update Partner and the partner searches.
Watch out
Match on an email or a unique reference rather than on a name shared by two companies.
44

Find Partner Orders

Search

In Zapier“Find partner orders.”

Lists the orders placed by one partner, the purchase history behind that record. It saves you from searching orders one filter at a time when the customer is the only thing you know.

When to use it
Checking a customer's order history before a support agent answers a ticket in the helpdesk.
Watch out
Partner ID required.
45

Find Partner Subtype

Search

In Zapier“Find partner subtype.”

Returns the subtypes of a partner type, given its Type ID. The Type ID itself comes from Find Partner Type.

When to use it
Segmenting partners more finely once Find Partner Type has given you the type.
Watch out
Type ID first, or the step stops.
46

Find Partner Tag

Search

In Zapier“Find partner tag.”

Delivers the list of tags available for partners in your company.

When to use it
Matching a segment from your email marketing tool to the FLOWii tag that means the same thing.
Watch out
Tag names written differently in each tool will not match; normalise them first.
47

Find Partner Tasks

Search

In Zapier“Find partner tasks.”

Picks up the tasks related to one partner, open or done.

When to use it
Avoiding a duplicate kickoff task when the same client comes back through another form.
Watch out
Combine it with a filter to stop the Zap when a task already exists, on a paid plan.
48

Find Partner Type

Search

In Zapier“Find partner type.”

Enumerates the partner types of the account with their IDs. In FLOWii a partner can be a company or a person, and the type decides which.

When to use it
Before Find Partner Subtype or Get Partner Type by ID, and to pick the Partner Type when you create a partner.
Watch out
Types are per company.
49

Find Task Activity Activity Interval

Search

In Zapier“Find task activity activity interval.”

Lists the time intervals logged on one activity of one task. Yes, the word appears twice in Zapier's label.

When to use it
When you need the time slots of one activity. The interval actions' field help names a Find Task Activity Interval search instead, so check that this one returns the ID they expect before relying on it.
Watch out
Both the Task ID and the Activity ID are mandatory.
50

Find Task Activity

Search

In Zapier“Find activity tasks.”

Returns the activities inside a task, given its Task ID, each with the Activity ID FLOWii uses. A task can hold several activities, each tracked on its own.

When to use it
Getting the Activity ID that Update Task Activity, Create Task Activity Interval and Update Task Activity Interval require.
Watch out
Map the Task ID from Find Task.
51

Find Task Attachment

Search

In Zapier“Find task attachment.”

Exposes the files attached to a task, with the ID of each file. Each result carries a file ID that Get File by ID or Delete File can reuse further down the Zap.

When to use it
Sending a finished deliverable to a client straight from the task where the team stored it.
Watch out
Task ID required.
52

Find Task Category

Search

In Zapier“Find task category.”

Produces the task categories of the account, with their IDs.

When to use it
Before Find Task Subcategory, or to file tasks coming from a helpdesk under the right category.
Watch out
Get Task Category by ID reads one back.
53

Find Task

Search

In Zapier“Find task, filtered by separate fields.”

Searches tasks with field filters and hands back the Task ID, the key for every task action.

When to use it
In front of update, delete, message, upload or time interval actions on a task.
Watch out
Filter on a caption or reference unique enough to land on one task.
54

Find Task Subcategory

Search

In Zapier“Find task subcategory.”

Fetches the subcategories of one task category, given its Task Category ID. It only makes sense if your account actually uses subcategories for tasks.

When to use it
A finer split of work types, once Find Task Category has given you the category.
Watch out
No Task Category ID, no result.
55

Find Unit of Measure

Search

In Zapier“Find unit of measure.”

Provides the units of measure used in your catalogue.

When to use it
Turning a unit written freely in an order form into the unit FLOWii expects.
Watch out
Get Unit of Measure by ID reads one back by its ID.
56

Get User (Self)

Search

In Zapier“Returns information about the user.”

Tells you who is behind the connection: it returns information about the user whose FLOWii account is linked to Zapier.

When to use it
Stamping a record or a message with the name of the account that runs the Zap.
Watch out
It always describes the connected user, never someone else.
57

Find User

Search

In Zapier“Find user.”

Finds a user of your FLOWii account and gives back the User ID, the value behind every owner and assignee field.

When to use it
Before Create Task, Create Communication, Create Attendance Event, Create Partner and the task updates.
Watch out
Match on an email rather than a first name two colleagues may share.
58

Get Activity Type by ID

Search

In Zapier“Get the type of an activity specified by the activity ID and the name of the company.”

Reads one activity type when you already hold its ID, and returns its details.

When to use it
Turning an Activity Type ID carried by an earlier step into a readable name for a notification.
Watch out
The Activity Type ID is mandatory, from Find Activity Type.
59

Get Business Case Failure by ID

Search

In Zapier“Get business case failure information by its ID.”

Opens one failure reason from its ID and returns its details. The ID alone tells a human nothing; this step gives the reason a label people can read.

When to use it
Writing the real lost reason, in words, into a review sheet.
Watch out
Take the ID from Find Business Case Failures.
60

Get Business Case by ID

Search

In Zapier“Get business case information by its ID.”

Loads one business case from its ID and hands over its details. It is the step to use when you already know which deal, rather than searching on filters.

When to use it
A step earlier in the Zap carries the deal ID and you need the rest of the deal's data.
Watch out
Business Case ID required.
61

Get Business Case Source by ID

Search

In Zapier“Gets a business case source by ID.”

Resolves one lead source from its ID into its details. Handy when an earlier step returned a source ID that nobody on the team can read as such.

When to use it
Reporting on which channel a deal came from, in plain words.
Watch out
The ID comes from Find Business Case Source.
62

Get Business Case State by ID

Search

In Zapier“Get business case state by its ID.”

Turns one pipeline stage ID back into the stage itself. Pair it with a filter to react only when a deal reaches a stage you care about.

When to use it
Announcing a deal's stage by name in a team chat rather than as an ID.
Watch out
Take the ID from Find Business Case State.
63

Get Cashflow by ID

Search

In Zapier“Read cashflow by its ID.”

Grabs one complete cashflow statement from its Cashflow ID. Use it when an earlier step carries the ID and you need the rest of the statement.

When to use it
Copying the full statement to an accounting tool after Find Cashflow has found it.
Watch out
Cashflow ID required.
64

Get Communication by ID

Search

In Zapier“Get communication by its ID.”

Pulls one communication from its ID, with its details. It is the direct read once Find Communication or an earlier step has handed you the Communication ID.

When to use it
Writing a meeting's details into a shared calendar or a recap message.
Watch out
The ID comes from Find Communication.
65

Get Communication Category by ID

Search

In Zapier“Get communication category by its ID.”

Converts a communication category ID into the category record. Exports and reports read better with a category name than with an internal number.

When to use it
Showing the category name instead of an ID in an export.
Watch out
Take the ID from Find Communication Category.
66

Get Communication Type by ID

Search

In Zapier“Get communication type by its ID.”

Answers one question: which communication type sits behind this ID. A filter placed right after can then split calls from visits.

When to use it
Routing a communication to a different follow-up depending on whether it is a call or a visit.
Watch out
The ID comes from Find Communication Type.
67

Get Company Data by ID

Search

In Zapier“Get company data by its ID.”

Reaches one company data record from its ID. Company Data ID is not the company name, and this step only accepts the former.

When to use it
Adding the entity's details to a document generated in another tool.
Watch out
Company Data ID required, from Find Company Data.
68

Get Delivery Type by ID

Search

In Zapier“Get delivery type by its ID.”

Spells out one delivery type from its ID. Carriers and warehouses need the delivery mode spelled out, not an internal ID.

When to use it
Telling a warehouse tool, in words, how an order must ship.
Watch out
The ID comes from Find Delivery Type.
69

Get Document Category by ID

Search

In Zapier“Get document category by its ID.”

Gets one document category back from its ID. It keeps your storage folders in step with the categories your team already uses in FLOWii.

When to use it
Naming folders in a file storage tool after FLOWii's categories.
Watch out
Take the ID from Find Document Category.
70

Get File by ID

Search

In Zapier“Get file by its ID.”

Retrieves one file from its File ID, whatever record it is attached to.

When to use it
Passing a FLOWii attachment to email or storage once an attachment search has found it.
Watch out
The File ID comes from the attachment searches, such as Find Order Attachment.
71

Get Good by ID

Search

In Zapier“Get good by its ID.”

Brings in one product of your catalogue from its ID. Use it when the product ID is already known, from an order line or an earlier search.

When to use it
Publishing a product's details to a shop or a price list once you hold its ID.
Watch out
The ID comes from Find Goods.
72

Get Good Category by ID

Search

In Zapier“Get good category by its ID.”

Looks at one goods category through its ID. A sales report grouped by readable categories is easier to share than one grouped by IDs.

When to use it
Grouping sales by category in a reporting sheet.
Watch out
Take the ID from Find Goods Category.
73

Get Order by ID

Search

In Zapier“Get order by its ID.”

Opens a single order from its Order ID with all its details. This is the direct route when the order is known, instead of filtering on fields.

When to use it
A carrier update arrives with an order reference and you need the rest of the order to notify the customer.
Watch out
Order ID required, from Find Order.
74

Get Order State by ID

Search

In Zapier“Get order state by its ID.”

Names the order state that matches an ID. Customers understand a status like shipped, not the number FLOWii stores behind it.

When to use it
Writing an order's status in words into a customer email.
Watch out
The ID comes from Find Order State.
75

Get Order Type by ID

Search

In Zapier“Get order type by its ID.”

Identifies one order type from its ID. Dashboards and exports then show the type by its name rather than by an internal ID.

When to use it
Splitting orders by type in a dashboard fed by Zapier.
Watch out
Take the ID from Find Order Type.
76

Get Partner by ID

Search

In Zapier“Get partner by its ID.”

Draws a full partner record from its Partner ID. It is the direct read, for when the ID is already in hand and no filter is needed.

When to use it
Enriching a message with the partner's details after another step has given you the ID.
Watch out
Partner ID required.
77

Get Partner Type by ID

Search

In Zapier“Get partner type by its ID.”

Decodes a partner type ID into the type itself. Like the type list itself, the result depends on the Company Name you map.

When to use it
Sending partners of different types down different paths with a filter on the type's name.
Watch out
The ID comes from Find Partner Type.
78

Get Task by ID

Search

In Zapier“Get task by its ID.”

Puts one whole task in your hands from its Task ID. Use it when an earlier step already carries the Task ID and no filter is needed.

When to use it
Posting a task's full details to a chat channel when it is reassigned.
Watch out
Task ID required, from Find Task.
79

Get Task Category by ID

Search

In Zapier“Get task category by its ID.”

Matches a task category ID to its category. Exports grouped by category name are far easier for a manager to read at a glance.

When to use it
Labelling tasks with a readable category in an export.
Watch out
Take the ID from Find Task Category.
80

Get Unit of Measure by ID

Search

In Zapier“Get unit of measure by its ID.”

Translates a unit of measure ID into the unit. Quantities without their unit are a classic source of mistakes on documents.

When to use it
Printing the right unit next to a quantity on a document built in another tool.
Watch out
The ID comes from Find Unit of Measure.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there and the steps depending on it are skipped. Switched on, the Zap carries on with empty hands.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. FLOWii offers no such variant, so a missing record has to be created by a separate action.
  3. If multiple search results are found?
    Three ways out: keep the first match, which is the default, stop the Zap, or hand every match on at once.
When it breaks

When a FLOWii Zap breaks

Zapier ties no help article to FLOWii and lists no published rate limit for it. What breaks is what breaks on any Zapier app, with a FLOWii flavour.

Before you dig into a failed run, check these four cases; our Zapier troubleshooting page is there for the rest.

  • Old partners never show up

    A Zap only reacts to partners added after you switch it on. The ones already in FLOWii are never picked up; moving that backlog is a separate job.

  • Create Partner inside a New Partner Zap

    A Zap that creates a partner in the account its trigger watches sets itself off again, over and over, and burns through your task count.

  • A bulk import holds the Zap back

    Import a large partner list in one go and the trigger suddenly returns a huge batch. Zapier's flood protection can hold it back instead of running each one.

  • The same partner twice? No

    Zapier remembers which partners it has already seen on a polling trigger, so the same partner never starts the Zap a second time.
Need help

Need help automating FLOWii with Zapier?

A person reads every message.

FAQ

FLOWii Zapier integration: questions people ask

01Is the FLOWii Zapier integration free?
Yes, to start with. FLOWii is not a premium app, so it works on Zapier's free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the two-step rule: on the free plan a Zap is one trigger and one action, nothing more. Nearly every FLOWii action wants an ID that a search step has to find first, and a search turns the Zap into a multi-step one that needs a paid plan. So you can test for free, but a real FLOWii workflow will usually need an upgrade.
02How many tasks does a FLOWii Zap use?
One per action that succeeds, each time the Zap runs. The New Partner trigger costs nothing, however often Zapier checks for new partners. A Zap that finds a user, then creates a task, then uploads a file, counts the actions that complete; an action that fails is not billed. A few apps and actions take more than one task when they run, so watch the task history of your first runs to see what your own Zap really uses per partner.
03Does FLOWii trigger Zaps in real time?
No. New Partner is a polling trigger: Zapier goes and asks FLOWii for new partners at a fixed interval that depends on your plan, every 15 minutes on Free, every 2 minutes on Professional and every minute on Team or Enterprise. On paid plans the interval can be changed and a check can be run by hand from the editor. FLOWii has no instant trigger, so a partner added just after a check waits for the next one.
04What does it take to connect FLOWii to Zapier?
A FLOWii account, and read or write access to any record you do not own but want the Zap to touch. The connection is made once from the Apps page of Zapier with + Add connection: you search for FLOWii, sign in, and grant Zapier access. Every FLOWii step then reuses that connection. It is done once per account, not once per Zap. Most FLOWii steps then also ask for a Company Name that matches exactly one company in the account.
05Why does a FLOWii step fail on Company Name?
Because the value must match exactly one company in your account. Almost every FLOWii action and search asks for a Company Name, and part of the name is accepted, but if it matches none or several companies the step cannot run. The safe setup is to put Find Company in front and map its name into every Company Name field, instead of typing the name by hand or mapping a free-text value from a form.
06What if the FLOWii operation you need is not there?
Then it is not available through Zapier for now, and no setting will make it appear. The list on this page is what the editor offers: 1 trigger, 31 actions and 80 searches. If what is missing is a trigger, for example a new order, you can often start the Zap from the other tool where that event happens and let FLOWii receive the action. For anything else, the Make page of FLOWii is worth a look before building a workaround.
07Zapier, Make or n8n for FLOWii?
It depends on criteria rather than on a winner. Look at which events you need to start from: on Zapier, FLOWii offers only New Partner. Look at how many steps a typical Zap will have: with FLOWii almost every action needs a search first, so count the tasks each run will use. And look at which operations you rely on: here, 31 actions and 80 searches, most of them working from IDs. Compare the FLOWii operations on each platform against your own list before you choose.
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