Documentation labels give you a second way to organize flows that folders alone cannot handle. Tag by system, department, or process owner to instantly filter the FlowShare Portal down to what each person needs.
If you’ve ever wished for a better way to keep your flows organized in FlowShare, we’ve got great news. The new Labels feature in the FlowShare Portal is here, giving you the power to structure, color-code, and easily find your flows in seconds.
Why Every IT Documentation System Needs Flexible Organization. What are Labels good for?
As FlowShare users create more and more step-by-step guides, keeping everything tidy can get tricky. Labels make this effortless. Think of them as folders that are more flexible, you can group your flows however you want, and even assign multiple labels to the same flow.
No more endless scrolling or guessing where your last tutorial went. With labels, everything has its place.
Labels make Structuring your Flows Simple and Flexible, Based on Your Needs
Here’s what makes this new feature so helpful:
- Organize with ease: Add one or more labels to any flow for instant clarity.
- Tailor to your needs: Give each label a name and a color that fits your workflow.
- Manage everything in one spot: Edit or remove labels right from the Label panel on the left.
- Stay structured: Create nested labels, just like folders within folders, to build a hierarchy that suits your team.
- Quick and visual: Drag and drop your flows into labels, filter by color or name, and instantly see what you’re looking for.
Whether you’re sorting flows for training, onboarding, or documentation, labels make managing your content smoother and faster.
How to Make Labels Work for You: 5 Practical Use Cases
Labels more than simple folders, they’re your team’s new superpower for structure, organization and clarity.
Here are a few ways to make the most of them: 5 Ways to Organize Your IT Documentation System with Labels.
1. Separate internal and external knowledge
Use a label for internal documentation (Internal) and another for customer-facing or public flows (External). You can then nest more labels under each of them, like IT Support, HR, Finance for internal and How-to Guides, Training Materials, or Knowledge Base for your external or public flows. It keeps private know-how secure while still making public resources easy to share.
2. Organize by department or role
Group flows by Sales, Engineering, or Customer Success so each team can quickly find what’s relevant. Combine that with the upcoming permissions feature to ensure that everyone only sees what they need. Less clutter, more focus.
3. Sort by application or project
Managing an SAP migration? Label everything under SAP S/4HANA Migration. Working across multiple tools? Try labels like Microsoft 365, Salesforce, or ServiceNow to keep documentation tidy by system.
4. Mark progress or (test case) status
Speaking of ERP migrations, you can use color coding within labels to track work-in-progress or status. For example during user acceptance testing, you can use labels to indicate all test case statuses: Green label for passed, red label for Failed, other (including custom) colors for additional statuses you need like Retest, Blocked etc.
For a more general use case, you can also let all your flows undergo a review process: For instance, green for Published, yellow for In Review, and gray for Drafts. It gives your team an at-a-glance status overview.
5. Highlight workflows for onboarding or training
Create a label like New Hire Essentials or QA Training to gather all related processes in one click, ideal for quick learning paths.
With our upcoming Access & Permissions feature you will even be able to allow only certain team members to view certain labels and have full control over who sees what in your organization.
A Smarter Alternative When You Need to Create a User Manual in Word
How It Works
- Go to the Flow Library where you will find Labels on the left side.
- Click New label and choose a name and color.
- (Optional) Add a parent label to nest it under another.
- Save and you’re done!
To assign a label to a flow, simply drag and drop your flow into the label you’ve just created. You can add as many labels as you like to each flow, giving you full control over how you organize your library.
Need to adjust? Just open the three-dot menu next to a label to edit, rename, or delete it.
Selecting labels to find the right content
Once you’ve labeled your flows, it’s easy to find exactly what you need. Click any label or sub-label in the panel to filter your library. You can always clear your selection through the breadcrumb navigation and return to the full list of your flows.
Try it out now in the FlowShare Portal
This feature is live now, exclusively in the FlowShare Portal. If you publish flows directly from the desktop app, you can still add labels afterward through the Portal.
We’re thrilled to see how you’ll use labels to create order, clarity, and efficiency in your flow library. Try it out today and let us know what you think, your feedback helps us shape the next round of improvements.
