Create Flow Items
Flow Items are the individual, granular actions inside a Flow Definition. Each Flow Item represents a single atomic operation—such as "Person Disable" to disable a user account, "Remove Group Memberships" to revoke access, or "Archive Mailbox" to preserve email data. Flow Items are discrete tasks that the Flow Definition orchestrates together to create a complete business process. When adding Flow Items to a Flow Definition, you can configure delays and dependencies to control execution sequence—for example, configuring a "Terminate Person" Flow Item with a one-hour delay that depends on "Disable Person Account" completing first ensures accounts are disabled before deletion occurs. This article demonstrates creating a Flow Item that disables an EmpowerID Person account and adding it to a Flow Definition.
Create Flow Items
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Expand Low Code/No Code Workflow and click No Code Flows.
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Select the Flow Items (Activities) tab and click the New Flow Item button.
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Enter the details for the Flow Item:
Field Description Item Type Action The system operation this Flow Item performs (e.g., "PersonDisable" to disable an EmpowerID Person account, "EmailPerson" to send notifications) Scope Type (How to Get Items) The resource type this Flow Item acts upon (e.g., "Person Resource" for Person accounts, "Account Resource" for system accounts) Item Collection Filter Optional query filter for limiting which items this Flow Item processes based on specific criteria Threshold Item Count Maximum number of items the system processes using this Flow Item. If the count exceeds this threshold, the system switches to the Flow Item specified in Over Threshold Switch to Item to handle large-scale operations differently. Over Threshold Switch to Item Alternative Flow Item to use when the item count exceeds the threshold. This allows different processing logic for bulk operations. Name Internal name for the Flow Item (e.g., "Person Disable", "Notify Admin Team") Display Name Name displayed in the EmpowerID UI Description Description of what this Flow Item does and when it should be used Fulfillment WF JSON Optional JSON configuration that provides parameters to the Flow Item's fulfillment workflow. For example, email Flow Items require JSON specifying the email template name, while Flow Items that notify management roles require JSON specifying the role GUID and email settings. Is Shipping Data Marks objects in the EmpowerID Identity Warehouse as data that is shipped. For internal use. -
Click Save.
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Repeat the above steps to create any additional Flow Items needed for your workflow.
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After creating the Flow Items, add them to a Flow Definition to configure their execution sequence and timing. Select the Flow Definitions tab and search for the Flow Definition you created earlier.
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Click the Name link for the definition.
This opens the View One page for the definition. -
On the View One page for the definition, click the Add New button in the Flow Items and Sequence accordion.
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Enter the following information to add the Flow Item to the definition:
Field Description Run This Flow Item Select the Flow Item created in step 4 Start After X Hours Number of hours to wait after the Flow Event trigger before executing this Flow Item. Set to 0 for immediate execution. Use delays when you need actions to occur after a waiting period (e.g., delete accounts one hour after disabling them). Depends on Item Optional Flow Item that must complete before this item executes. Use this to create execution dependencies between Flow Items (e.g., ensure "Disable Person" completes before "Delete Person" runs). Override Approval Policy Override the default Approval Policy for this Flow Item's Item Type Action. Use this when the default approval behavior is inappropriate for the specific scenario. For example, in termination workflows, you may want to bypass approval policies that would normally require manager approval for group removal. Fulfillment WF JSON Optional JSON configuration for this specific instance of the Flow Item. This applies to this particular use of the Flow Item within this Flow Definition. The JSON here can override or supplement the JSON configured in the Flow Item itself. -
Click Save.
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Repeat steps 8-10 to add additional Flow Items to the definition as needed. You can reorder Flow Items or modify their configurations after adding them to the definition.
Available Flow Items
The following Flow Items are default shipping items included with EmpowerID. Custom Flow Items can be created as needed to extend automation capabilities.
| Flow Item | Description |
|---|---|
| Remove Non-RBAC Assigned group memberships from person | Remove Non-RBAC Assigned group memberships from the person who is a target of the item |
| Disable Person | Disable Person account for the person who is a target of the item |
| Just in Time Person Access Summary Recertification | Just in Time Person Access Summary Recertification for the person who is a target of the item |
| Email a Person | Emails the Person who is the target of the item |
| Email a Person's Manager | Emails the Person who is the target of the item |
| Disable Mailbox | Disable mailbox |
| Disable All Person Accounts | Delete all accounts owned by the Person who is the target of the item |
| Enable Person | Enable the Person who is the target of the item |
| Restore person | Restore the Person account who is the target of the item |
| EnableOutOfOffice | Enables Out Of Office for the Person account who is the target of the item |
| Remove Person Group Membership | Removes Person from group membership |
| DisableOutOfOffice | Disables Out Of Office for the Person account who is the target of the item |
| HideInGAL | Hides mailbox in GAL |
| ShowMailboxInGAL | Shows mailbox in GAL |
| EnableAllPersonAccounts | Enables all Person accounts |
| EditAccountAttribute | Edit account attribute |
Next Steps
After creating Flow Items and adding them to your Flow Definition, create Flow Policies to connect Flow Events to your Flow Definitions. Until a Flow Policy references the Flow Definition, it will not trigger.
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