Chapter 1 — Dashboard & apps(Tutorial example at the end)
Why this chapter matters
After sign-in you will mostly use these areas: the dashboard for the big picture; Published apps as one-tap starters; Running forms for approvals; Running apps to track each run; ChatBot inbox for chatbot / cart conversations; the calendar for schedules; and the document library for forms, reports, and generated files.
Examples:
- A wholesale F&B owner opens the dashboard in the morning to see weekly WhatsApp volume and hot workflows, then decides whether to add support capacity.
- Sales runs the “weekly bulletin” flow every Monday from Published apps to send template messages to a list.
- A store manager approves purchase or leave requests submitted as forms in Running forms.
- Support checks Running apps when a customer says they “didn’t get the SMS”, to see which step the order flow is stuck on.
- Support continues a chatbot thread in ChatBot inbox and steps in when a person must reply.
- A field manager checks today’s visits on the calendar and downloads completion reports from the document library.
1.1 Dashboard
The default home page after sign-in. Charts and shortcut cards summarise recent activity so you can gauge message volume, workflow usage, and form approval status without opening every screen.
What to notice on the screen
- Charts (top area): e.g. last-seven-days message trend, most-used workflows, form review status (pending / approved / rejected).
- Apps cards (if your role allows): shortcuts to Published apps, Running forms, and Running apps, with approximate counts. ChatBot inbox, calendar, and document library are usually opened from the left Apps menu even when they have no dashboard tile.
- Studio cards (if allowed): shortcuts to forms, templates, workflow designer, datasets, etc. — exact tiles depend on permissions.
- Admin cards (if allowed): summaries for contacts, broadcast groups, tags; some admin items may exist only in the left menu without a dashboard tile.
- Why don’t I see a section?
- The dashboard only shows features you are allowed to use. Ask your administrator to enable them under Admin → Permission management.
- Why doesn’t the number on a card match the list?
- Figures may be aggregated or cached and can lag slightly; refresh and compare again. Pending work counts are authoritative in the Running forms list.
1.2 Published apps
Lists workflows your company has activated. Manually triggered flows can be started here with one action; automatically triggered flows run by system rules — you can usually view them here but not press “start”.
Common actions
- In the manual trigger area, find the flow card. Use the text area to enter an opening message (leave empty if the flow does not need one). Use the paperclip for attachments, or drag files onto the rocket icon or the composer; press send to start. You need at least some text or one file before the request is sent.
- If your company uses queued (background) starts, the toast may say the job was queued rather than finished immediately; execution counts still update after processing.
- To see how a run went, open Apps → Running apps.
- To edit or deactivate a flow, go to Studio → Workflow designer; this page does not edit definitions.
1.3 Running forms
Everything that needs your action in one place: e.g. forms waiting for approval after a customer or colleague submits, or steps marked for human handling. Filter the list, then open each item to approve or send back.
Approve one request (example)
- Open Running forms.
- Use filters at the top (workflow name, form, dates, etc.).
- Click View or Approve, confirm content, then approve or reject; if the UI asks for comments, fill them in before submitting. Approve / reject button labels may follow custom names set on the workflow (for example Pass / Fail).
Use the category tabs at the top to focus on one group of workflows. After opening an item, export PDF or Excel when the form supports it (Meta Flows forms usually cannot export PDF).
These tasks usually come from “send form” or approval steps in a workflow; they appear in your list after the other party submits.
1.4 Running apps
Use this to track each workflow run: current step, success, failure, or stuck — handy for support, audit, or vendor follow-up.
Check progress for one run
- Open Running apps.
- Filter by workflow name, date range, or status to find the row.
- Open the row or click View to see the timeline and per-step status.
Status may show as running, waiting, paused, completed, failed, cancelled, etc. (per UI). “Running / waiting” means not finished yet — possibly waiting for a customer reply, a manager approval, or backend processing.
Filters, paging, and sort order for this list are kept in the browser tab’s session; if you navigate away and return, you often keep the same filters (closing the tab or clearing site data resets them).
If a run includes WhatsApp Flows (Meta Flows) submission data, the viewer tries to render JSON as tables, clickable links, and attachment previews so you can match what the customer sent in chat.
The same page has a horizontal activity board: pick a workflow name to see started nodes per instance. With permission you can pause, resume, retry, cancel, or delete runs (including batch actions; delete may ask whether to remove related files). Timeline steps that produced an HTML report or Office/PDF file can be previewed; ChatBot or cart nodes can open the conversation for an admin reply.
1.5 ChatBot inbox
Review chatbot and AI chat-ordering conversations so support can take over or look up what the customer already said.
- The left list supports search by contact or number, and filters by source (ChatBot / cart) or contact vs anonymous.
- Select a thread to read messages. The page polls for new messages; you can reload immediately when a banner appears.
- Staff can reply here (admin intervention). Those messages are not written into the bot’s own history, so the AI context stays clean.
1.6 Calendar
View and maintain company events — site visits, meetings, contract reminders. Events written by the workflow Calendar node also appear here.
- Switch day / week / month / year views; filter by workflow, contact, or event type.
- Click an empty slot to add an event, or open an existing one to edit / delete. Event types have colours; status can be tentative, confirmed, or cancelled.
- Resource contacts and event types are maintained from the controls on this page (follow the UI).
1.7 Document library
Collect filled forms, generated documents, and HTML reports by workflow so you can search, preview, and download in bulk.
- The left tree groups by workflow (or related folders) and shows eForm / Doc / Report counts.
- Search by file name, process variables, form fields, user, date, or type.
- Open a row to preview; download one file or select several and download ZIP. Form rows may also export PDF when supported.
TutorialExample: leave / expense approval end-to-end in WhatsApp
Maps to “employee submits → HR records → manager approves”: after colleagues receive a form link or reply per the flow, managers can approve without switching to another system — in this console under Running forms; owners can see pending counts on the dashboard first.
- In this chapter: Dashboard for form-approval overview → Running forms to approve or return (export PDF if needed) → Running apps if you need the current step, or the document library to retrieve produced files.
- Same “centralised to-do, traceable progress” idea as HR / expense scenarios in the reference diagrams.
How the product ties together: workflows built in Studio that include “Send e-Form” or steps that create approval tasks will surface here after execution; when a manager approves, the engine continues with downstream nodes (e.g. notifications or end).