Tracking for whoever starts the case

Whoever starts a Zoan Flow case (a purchase request, a leave request, a reimbursement, a maintenance order) can follow it end to end without asking anyone and without status spreadsheets someone updates by hand. With tracking you get:

• Traceability for the requesting team. Each request shows its current stage, how long it has been there and its history: when it went through each stage, who decided and, if the flow shares it, with what comment.
• Notices without manual emails. Zoan Cloud notifies whoever started the case when it reaches a stage, when a decision sends it back or rejects it, and when it finishes, with its result.
• Only what’s needed. The requester sees only what the flow shows: stages, shared decisions and the data or documents you mark. Never sensitive data, internal task answers, or other people’s cases.
• No admin permissions. Being able to start cases is enough: there is no need to grant access to the flow monitor.

Set up the flow

Everything is optional and set in the flow designer. A flow without these options works as always.

Stages the requester sees

Select a step (robot, person, AI, integration, decision table, Esperar (wait), Esperar evento (wait for event) or end) and open the Solicitante (Requester) section of the properties panel:

• Etapa que ve (Stage they see): the name the requester sees for that step, such as «In review» or «Purchasing». A step without a stage is not shown.
• Avisarle al llegar aquí (Notify on arrival): each time the case reaches that stage, the requester gets a notice. The first stage doesn’t notify: whoever started the case already knows it began.
• On Esperar and Esperar evento, the stage tells the requester their case is paused on purpose, such as «Delivery period» or «Waiting for payment». The notice arrives when the case starts waiting (if the date has already passed and the case continues right away, there is no notice).
• On an end, the field is Resultado que ve (Result they see), such as «Approved» or «Delivered». Without a name, the result is «Finished», «Rejected» (an end rejected by a business rule) or «Cancelled».

Task decisions

On a person task, the same section adds:

• Mostrarle la decisión y el comentario (Show the decision and comment): the requester sees what was decided and the decider’s comment. Without it they see the stage and who closed it, but not the decision.
• Avisarle si se decide (Notify on decision): pick the decisions that notify them, such as Reject or Send back. If the task shows its decision, the notice includes the comment. If you rename a decision, the option follows it.

Notify on finish

With no step selected, in the flow’s Solicitante section, turn on Avisar al solicitante al terminar, con el resultado (Notify the requester on finish). The notice arrives when the case finishes, is rejected or is cancelled.

Data and documents they see

In Variables, check Visible para el solicitante (Visible to the requester) on the ones to show (for example, the purchase order number or the document that was generated). A file variable shows as a downloadable document.

Zoan Cloud won’t publish a flow that shows the requester a sensitive variable or a task’s saved answer: to share a decision, use Show the decision and comment on that task.

My requests

Whoever starts cases finds Mis solicitudes (My requests) in the environment’s Tareas (Tasks) group, next to Iniciar un caso (Start a case), and from Ctrl+K. There they see:

• In progress and Finished: each request with its flow, current stage, time in the stage, status or result and dates.
• When opening a request, its progress: when it was sent, each stage with its date and duration, who decided and, if the flow shares it, the decision and comment; at the end, the result.
• If the current stage is a wait, until when: Esperando hasta 21 de oct, 10:00 (Waiting until …) on an Esperar step; on an Esperar evento step, Esperando (Waiting) and, if it has a time limit, a más tardar (at the latest) that date. The requester never sees the signal name or how it is sent.
• The data and documents the flow shows them, with a button to download each file.

After starting a case with a form, the Seguir en Mis solicitudes (Follow in My requests) link goes straight to it.

A case in incident shows as In progress: the team that operates the flow resolves it.

Notices

Notices arrive in the Zoan Cloud notification inbox and, per each person’s preferences in My account › Notifications, also as push notifications and by email:

Type	When	Push	Email
Progress of your requests	Reaches a stage with a notice or gets a decision that notifies	On by default	Off by default
Finished requests	The case finishes, is rejected or cancelled (if the flow notifies on finish)	On by default	On by default

The push notification only says there is news: the detail is in Zoan Cloud with a signed-in session. The case title shows with its sensitive data masked.

Permissions

Permission	What it allows
orchestration:start_form	Start cases with the start form and follow your own in My requests.
orchestration:start	The same, plus starting cases with variables through the API.

Each person sees only the cases they started themselves, in the environments they can access. Cases started by a trigger, a queue or a public link belong to no one and don’t appear in My requests. Seeing all of a flow’s cases requires the monitor permission (orchestration:list).