Flow Steps — Reference
All the steps the Flow editor offers, in the order of its three tabs.
Pro marks steps that are only available on the highest plan.
Triggers
A Flow has exactly one. → Trigger
| Trigger | Description in the interface | Configuration |
|---|---|---|
| New entry | A new entry was added | Grid |
| Entry was changed | An existing entry was changed | Grid, optional field condition |
| Entry via form | New entry added via form | Grid and Form |
| Entry changed via form | Existing entry changed via form | Grid and Form |
| Webhook | Triggered by an external request | – |
| Show page | Start the Flow and load a page | Page |
Actions
Working with your own data
| Action | Description | Pro |
|---|---|---|
| Create entry | Creates a new entry | – |
| Update entry | Update an entry with new values | – |
| Load all entries | Load all entries of a Grid | – |
Communication
| Action | Description | Pro | Settings |
|---|---|---|---|
| Send an e-mail | – | To, Subject, Content, Sender name, Reply to, Files, Use HTML in content | |
| HTTP request | Send any HTTP request | – | URL, Method, Content Type, Query, Headers, Content, Username, Password |
| Slack | Send message | – | Message, Webhook URL ⁽¹⁾ |
| MS Teams Message | Send message | – | Message, Webhook URL ⁽¹⁾ |
| Firebase Cloud Messaging | Send message | – | Topic or device tokens, Title, Content, API key ⁽¹⁾ |
| Hubspot | Create contact | – | API token ⁽¹⁾, Contact data |
| Magenta Business SMS | Send SMS | yes | API key and secret ⁽¹⁾, Sender, Recipient, Text |
| Magenta Business Verify | Send confirmation code via SMS | yes | Credentials ⁽¹⁾ |
| Magenta Business Verify Check | Check code | yes | Credentials ⁽¹⁾ |
⁽¹⁾ Requires your own account with the respective provider. → Integrations overview
Files and content
| Action | Description | Pro | Settings |
|---|---|---|---|
| QR Code | Creates a QR code | – | |
| PDF to text | Convert a PDF to text | yes | PDF file URL, extract text per page |
| URL to PDF | Convert a web page to PDF | yes | Web page URL |
| Import CSV file | Imports a CSV file | – | Link to CSV file, column separator, first row contains column names, encoding, skip empty rows, trim whitespace |
| Speech to text | Convert audio to text | yes | |
| Document Analyzer | Evaluate documents with AI | yes | |
| Calendar Event | Create a calendar entry | – | Title, description, times |
| DATEV Lohn & Gehalt | Creates a DATEV import file | yes | Entry, access key and password ⁽¹⁾ |
AI and code
| Action | Description | Pro | Settings |
|---|---|---|---|
| OpenAI | ChatGPT | yes | Prompt, additional instructions — no own account needed |
| JavaScript | Runs JavaScript code | – ⁽²⁾ | JavaScript code, generate with AI |
⁽²⁾ The step itself is available on every plan. Only Generate with AI is plan-restricted — writing your own code always works.
Interacting with people
| Action | Description | Pro |
|---|---|---|
| Show page | Shows a page for user interaction | – |
| Create link to page | Creates a link to a page in the Flow | – |
| Pre-filled form link | Updates an entry | – |
Helpers
| Helper | Description | Settings |
|---|---|---|
| Router | Take different paths | Condition per output |
| Parallel | Runs the following steps separately for each list item. | – |
| Merge runs | Waits for all list runs to complete and then continues the Flow. | – |
| Wait | Pauses the Flow for a set duration. | Seconds to wait |
Operators in the Router
| equals | does not equal |
| is greater than | is less than |
| is greater than or equal to | is less than or equal to |
| begins with | ends with |
| contains | |
| is before | is after |
| is empty | is not empty |
| is true | is false |
Combine with and or or.
Deprecated elements
Older Flows may contain triggers and steps marked deprecated in the editor — for example Load all entries in its view variant, which the Grid variant has replaced. They keep working but should be replaced with the current variants when you revise the Flow.
What doesn't exist
| Expected | Instead |
|---|---|
| Scheduled start | An external system calls the webhook URL |
| Trigger for deleted entries | Set a status field instead of deleting |
| Merging Router branches | Run each branch to completion on its own. Merge runs only closes Parallel sections. |
| Triggering by calculated fields | React to the underlying field instead |