Configuring Settings for Customized Flow Management

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Zoho Flow settings are where you manage your organisation: your profile, app connections, members and audit history. This guide walks through the main areas so you can configure your account the way you want.

Accessing settings

Click the gear icon in the left sidebar in Zoho Flow to open the Settings panel.

Organisation profile

Here you can edit organisation details such as name, timezone and date format, though this is only available to owners or admins. The timezone setting is used whenever you set up scheduled triggers or delays in a flow.

To switch between organisations, click your organisation name on the top bar, or go to My Organizations from your profile picture. From there you can access an organisation you belong to, set one as your default, or leave an organisation (leaving requires owner approval).

Deleting an organisation

To delete an organisation you own, hover over its name and click the trash icon. This sends a deletion request to the Zoho Flow team for approval. You can cancel the request at any time before it is approved, and you can reactivate the organisation within 30 days if you change your mind. After 30 days, its flows, connections, history and audit trail are permanently deleted.

Transferring ownership

If you are the current owner, ownership of an organisation, or of an individual connection, can be handed to another admin.

Connections

Connections let Zoho Flow communicate with your app accounts.

Create a connection

Go to Settings > Connections.
Click Create Connection.

Choose an app, name your connection, and authorise it. You can edit the connection name later using the edit icon.

You can create multiple connections for the same app, for example separate personal and work accounts.

Manage connections

Share a connection to allow organisation-wide use, or unshare to make it private again.

Test a connection to check it is working.

Reconnect if you need to update its permissions.

Delete a connection to remove it permanently. Any flows using it will stop working.

Members and roles

There are three roles in Zoho Flow:

Owner: full access, including user management and the audit trail.
Admin: almost the same as the owner, but cannot transfer organisation ownership.
User: can build and manage flows and connections.

Manage members

Go to Settings > Members.
Click Add Member, fill in their details and send an invite.

Change a member’s role by selecting their current role and choosing a new one, or deactivate and reactivate a user using the checkbox.

Remove members from the list if they no longer need access.

Audit trail

The audit trail tracks activity across your organisation and is only visible to owners and admins. A deleted flow can be restored from here within 90 days of deletion.

You can also export audit logs for a chosen date range, which are sent to you by email.

Custom functions

Custom functions use Deluge, Zoho’s scripting language, to build logic beyond the standard actions available in a flow. They are created from the Logic tab within the flow Builder, not from the Settings menu.

Open a flow in the Builder and go to Logic > Custom Functions.

Click + Custom Function, give it a name, choose a return type, define any parameters, and write your Deluge script.
Click Save. The function then becomes available organisation-wide from the Logic tab.

Tips

Check your connection settings first if a flow fails unexpectedly.
Export audit logs regularly if you want to keep a local record.
Use descriptive names for custom functions so they stay easy to find.
Keep sensitive app connections private rather than sharing them organisation-wide.

Frequently asked questions

Who can edit organisation details in Zoho Flow?

Only owners or admins can edit the organisation name, timezone and date format.

What happens if I delete a connection that a flow is using?

The flow will stop working, since it relies on that connection to talk to the other app.

Can I restore a flow after deleting it?

Yes, a deleted flow can be restored within 90 days of deletion.

What language are custom functions written in?

Custom functions in Zoho Flow are written in Deluge, Zoho’s scripting language, from the Logic tab in the flow Builder.

Need help?

Need help configuring Zoho Flow settings for your organisation? Contact support@thoughtlogik.com or see our Zoho support services.

Configuring Settings for Customized Flow Management

Accessing settings