FLOWFORMA LIMITED

FlowForma Process Automation

FlowForma, provide award winning Process Automation tools for Microsoft Office 365®, that empower users to create and streamline processes smarter and faster, utilizing the familiar SharePoint platform, without any coding. FlowForma is a Microsoft Gold Partner with over 300,000 users across Europe, North America and Asia.

Features

• integrated forms, workflow, analytics and document generation
• easy to use, focused on wide-scale adoption of digital processes
• accessible on desktop and the FlowForma mobile and Teams apps
• FlowForma Engage enables anonymous public access and secure external access
• no code digital process automation designed for business developers
• rapid prototyping of business solutions
• collaborative decision support functionality within the workflow/form
• separate workflows can be linked together
• ability to create relationships between parent and multiple child forms
• InfoPath conversion utility to accelerate conversion of legacy InfoPath solutions

Benefits

• no-code tool empowers business developers to create digital process solutions
• rapid prototyping of no-code business solutions
• encourages ownership of processes and data
• faster delivery and adoption of digital processes
• facilitates process evolution
• all process steps are assigned to resources and audited
• integration of workflow, forms, analytics and communications increases productivity
• enables organizations to integrate external users into their processes
• a detailed audit record is updated as the workflow executes
• Fixed license costs

£11.00 a licence

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at aoife.harte@flowforma.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

422166721522756

Contact

Aoife Harte
+35315369650
aoife.harte@flowforma.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: It is a SharePoint Online add-in.
• Cloud deployment model:
  • Public cloud
  • Hybrid cloud
• Service constraints: Service stores data in SharePoint Online.
• System requirements:
  • Office 365
  • SharePoint Online
  • Microsoft 365

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times vary depending on the severity of the issue:; P1: 30 minutes; P2: 4 hours; P3: 1 day; P4: 2 days
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: None.
• Onsite support: Yes, at extra cost
• Support levels: FlowForma provide 3 different support levels:; - Core Product Support is included within the licence price of FlowForma recurring licence fee agreements and covers the fundamental workings of the product. This service is applicable whereby clients have a specific issue/bug with the core functionality of the product.; - Premium support is an additional chargeable service available to clients, should they wish to have support for the following services:; 1. Business Process Flow Configuration; 2. Custom Software Development; 3. SharePoint Platform Environment; It is priced depending on requirements.; - Software Advisory Support services are the engagement of FlowForma to provide licenced customers with a support facility to assist them during the creation and maintenance of process flows, which is outside the scope of the core product support. The support will entitle the customer to be in direct contact with a FlowForma Solutions Analyst.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: FlowForma onboarding is designed for new customers using FlowForma Process Automation software. If you want your project delivered within a rapid timeframe, then we recommend availing of our SureStart onboarding program. With the help of an Implementation Specialist, we will guide you through the initial set-up stage and give you the technical guidance to deliver better performing business processes quickly, so that you receive the greatest ROI. We also provide various training courses delivered both onsite or remotely. We offer additional online training with our FlowForma Academy and extension online user documentation available directly from the product.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
• End-of-contract data extraction: Users have access to an ODATA feed which enables them to extract all data.
• End-of-contract process: Users have access to an ODATA feed which enables them to extract all data.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There is a client app for the FlowForma Process Automation tool available for iOS and Android mobile devices. The mobile app supports offline forms completion. FlowForma access via online mobile browsers.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The primary service interface is a web client application that presents workflow, and related data, via a forms based interface within the framework of Microsoft SharePoint. The service interface closely follows SharePoint/Office 365 standards to seamlessly operated within the Office 365 environment. In addition, we provide dedicated clients for mobile devices and MS Teams.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Our internal R&D team includes a UI representative who directs the development of UI components. UI changes are proposed and reviewed by beta clients, developed by our R&D team, tested initially by our QA team ensuring that they function to specification, and subsequently distributed to beta test clients for review and feedback.
• API: Yes
• What users can and can't do using the API: In order for the FlowForma client or Office 365 to communicate with the FlowForma server, web service calls are made using REST (Representational State Transfer). REST is an architectural style, and an approach to communications that is often used in the development of web services. The use of REST is often preferred over the more heavyweight SOAP (Simple Object Access Protocol) style because REST doesn't leverage as much bandwidth, which makes it a better fit for use over the Internet. The SOAP approach requires writing or using a provided server program (to serve data) and a client program (to request data).; ; A web service call to the FlowForma API is made using HTML5 and JS. The API then uses an AJAX call to the relevant web service to generate the request. It's a two-way street, so the result of this action is sent back to the FlowForma client.; ; We also supply an dedicated API to support our our Governance application.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: FlowForma is a buy-to-build system that allows users to configure their own process-based solutions that include the execution of tasks, the capture of data and the management of documents.; ; Admin Users can customise the business User's Interface and also have a choice of enabling various add-on features and modules based on the needs of the business.

Scaling

• Independence of resources: The system operates on Microsoft Office 365 in combination with FlowForma's infrastructure on Microsoft Azure in both cases the cloud based infrastructure is auto-scaling.

Analytics

• Service usage metrics: Yes
• Metrics types: FlowForma has a built-in report dashboard which provides activity monitoring across all processes.
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users have access to an ODATA feed from which they can export their data.
• Data export formats: ODF
• Data import formats: Other
• Other data import formats:
  • FlowForma has an import tool
  • SSIS - Data can be imported into SQL table

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: SharePoint Online has a 99.9% SLA. Our product sits on top of SharePoint Online.
• Approach to resilience: Available upon request.
• Outage reporting: Email alerts of any outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: FlowForma uses roles defined in the SharePoint site. These roles are set up and configured by the end user.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certification Europe
• ISO/IEC 27001 accreditation date: 22/02/2023
• What the ISO/IEC 27001 doesn’t cover: None
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: FlowForma are ISO27001 certified and evidence of implementation of our policies and procedures is externally audited twice a year. Our ISMS is overseen by the ISMS committee which consists of Senior Leadership team members with governance meetings held quarterly.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: FlowForma releases on a monthly cycle. Each release goes through a full UAT prior to release. SharePoint Online (O365) customers get these changes immediately.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Vulnerability testing is carried out by a third-party provider and fixes are applied to the product based on the severity of the vulnerability. Point releases are issued for severe vulnerabilities and minor vulnerabilities are addressed during the monthly release cycle.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Automated monitoring is implemented to check the status of the service on a schedule. Service interruptions are dealt with as a priority 1 support issue and client communications are issued as appropriate.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are tracked on our internal support register and are responded to on a pre-defined SLA based on incident severity. Customers are kept up to date on progress at regular intervals via an automated system.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Wellbeing

  Fighting climate change

  We enable remote working thereby reducing the need for commuting and also the elimination of paper.

  Wellbeing

  Our tool encourages process standardisation and as a result can reduce stress incurred.

Pricing

• Price: £11.00 a licence
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Trial FlowForma BPM for 14 days free - no credit card required.; You can expect to receive:; - Unlimited Process Flows; - Unlimited Document Generation; - Mobile Accessibility; - Product Support; - to rapidly build a process, without any coding; - the ability to deploy and manage your own processes
• Link to free trial: https://www.flowforma.com/free-trial

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at aoife.harte@flowforma.com. Tell them what format you need. It will help if you say what assistive technology you use.