FlowForma

FlowForma leverages a rapid deployment model, often achieving the first live process within 4 to 6 weeks using a structured approach called SureStart. Since the platform is built on Microsoft SharePoint, much of the initial setup involves integrating with the customer’s existing Microsoft 365 environment.

• SureStart Program: Designed to accelerate Time to Value, the initial SureStart program aims to get the customer's first core business process live in approximately 4 to 6 weeks.
• Customer Responsibility: For the Premium Download Version, the customer is generally responsible for the actual download, installation, and ongoing maintenance within their existing SharePoint farm.
• No-Code Deployment: The no-code interface allows process owners and analysts to quickly build and manage processes using drag-and-drop tools, significantly reducing deployment effort compared to custom development.
• Assessment Phase: Implementation typically begins with a thorough assessment to document existing workflows, identify pain points, and define clear, measurable objectives for the automated process.

The platform is designed to be highly flexible and customizable through its no-code interface, allowing users to tailor every aspect of a workflow, from form design to routing logic, to perfectly match specific business requirements.

• No-Code Interface: Users can design, build, and launch complex workflows using a visual, drag-and-drop interface, empowering business users to manage the solution without IT reliance.
• Customizable Forms: Offers comprehensive form creation capabilities, including tailored fields, dynamic content, and flexible layouts to ensure only necessary, accurate data is collected.
• Rule-Based Logic: Workflows can be configured with powerful, step-based rules to define complex routing, automated approvals, and conditional logic that mirrors real-world policies and procedures.
• AI Copilot Assistance: The integrated AI Copilot can fast-track automation by generating a high-level version of a business process in seconds, including suggesting necessary forms, fields, and approval steps.

FlowForma generally uses a transparent, tiered, process-based pricing model, often structured as an annual subscription. While the core platform includes standard support, customers should budget for potential one-time setup fees and optional premium services.

• Pricing Model: Utilizes transparent, tiered, per process pricing tailored for large organizations and complex processes.
• Subscription Term: Core subscription services are typically paid upfront on a yearly basis.
• Setup/Onboarding: While a basic SureStart package may be included, additional implementation fees, customization charges, and data migration costs can be expected for larger or more complex projects.
• Premium Services: Optional costs include purchasing Consultancy Days for project and migration services (on a Time & Materials basis) and subscribing to Premium Support or Process Development Services for hands-on expert assistance.

FlowForma offers multi-tiered support and various training options, including formal courses and self-service resources, ensuring users and administrators have the necessary knowledge to utilize and maintain the platform effectively.

• Training Courses: Offers scheduled training, including a 2 Day Training Course and a 1 Day Advanced Training Course, with pricing and availability managed through their training team.
• Customer Support: Provided via a dedicated Customer Portal (preferred), Email, and Telephone during standard GMT business hours.
• Priority Support: Support requests are categorized by Priority Levels (P1-P4), with P1 (critical issues) targeting a 1 business hour response time and defined resolution paths.
• Advisory Services: Chargeable subscription services provide direct access to FlowForma Experts for advisory support, typically offering a set number of expert hours per month.

Security is robustly handled, integrating with the customer’s existing Microsoft 365 security ecosystem. Measures include strict access controls, encryption, continuous auditing, and external security testing to protect sensitive process data.

• Microsoft 365 Security: As a SharePoint application, FlowForma installs directly into the customer’s existing, secure Microsoft 365 environment, inheriting its strong data protection and security measures.
• Role-Based Access Control (RBAC): Implements robust role-based permissions and step-level permissions to ensure only authorized users have access to specific data and actions within a workflow.
• Encryption and Auditing: Sensitive information is safeguarded through encryption and automated, tamper-proof audit trails that record every process step and user action.
• Proactive Testing: The platform undergoes external penetration testing at least once a year and access restriction testing at least every six months to identify and address vulnerabilities.

FlowForma provides updates periodically to enhance the Premium Download Version and offers learning resources to ensure customers are always leveraging the latest product features.

• Revision Frequency: FlowForma may revise or update the Premium Download Version from time to time.
• Seamless Deployment: The system is designed to replace older versions seamlessly, aiming to ensure no disruption to ongoing daily business operations during an update.
• Management Access: Customers have access to the latest product updates and learning resources via the online support portal.

A key feature of FlowForma is its architecture: all data resides in the customer’s environment, ensuring complete data ownership and simplified portability.

• Data Ownership: The customer retains full ownership of all data generated by their processes, including client information and documents.
• Data Storage Location: Data is stored within the customer’s existing, secure Microsoft 365 ecosystem (SharePoint), as FlowForma is installed as an application, not a hosted solution.
• Audit Data Control: Customers have control over how long user activity audit data and system logs are stored, allowing them to define storage duration based on their internal policies.
• Portability Planning: Contracts typically include provisions to facilitate easy data retrieval in a usable format upon termination, preventing loss of critical records during transition.

FlowForma is designed for scalability, supporting high-volume process execution and complexity growth. Scaling is primarily managed through the subscription tier and volume of processes being automated.

• High Scalability: The platform is specifically built to be scalable for large organizations and handle high-volume document and data generation without compromising accuracy.
• Process Growth: Teams can scale workflows effortlessly through features like customizable templates, workflow cloning, and managing increasing data volume.
• Subscription Tiers: Scaling up or down is managed via the tiered, process-based pricing structure, allowing organizations to adjust their subscription to match the volume and complexity of their current automation needs.

Contract terms are governed by a formal agreement, which specifies that certain restrictions survive the end of the term. Subscriptions are generally pre-paid annually, and explicit details on renewal/cancellation windows are defined within the executed contract.

• Pre-paid Terms: Subscription services, such as Advisory Services, are often paid upfront on a yearly basis for the term of the service.
• Survival Clause: Contractual restrictions related to the use of the Software Solution survive the expiry or termination of the agreement.
• Specific Details: Specific clauses regarding contract termination notice periods, refund policies for cancellation, and auto-renewal conditions are detailed in the full customer license and service agreements.

FlowForma is built with compliance and regulatory adherence as a core function, providing comprehensive features that generate a complete, traceable audit trail for all business processes.

• ISO 27001 Certified: The company holds ISO/IEC 27001 certification, demonstrating a commitment to international standards for managing information security.
• Audit-Ready Features: Provides audit-grade traceability, automatically capturing and timestamping every process step, user action, revision, and signature in a comprehensive, searchable audit log.
• Regulatory Support: The platform's compliance features enable organizations in regulated industries to design and build processes that can be fully certified to meet specific regulatory requirements.
• Secure Access: Compliance is reinforced through governance features like role-based permissions and version control, adding transparency and accountability.