Widgets and notifications in the apps

#Widgets

Each widget shows one thing and has settings of its own. A widget you just added works right away with sensible defaults; small sizes show less. A tap opens the task or page in the app.

Change the settings:

The lists to choose from (databases, views, properties, calendars, forms …) come straight from your Flowplan instance.

"My tasks" shows, besides tasks from documents, the open records of databases in which you are in a person property (such as "Assignee") – with the database and due date (the database's due date), and you can check them off right away if you may edit the record. By the same rules these records also appear in the Flowplan widget (including the count on the app icon and the reminders without push), with their due date in the Today widget and so in Siri's "What's on today in Flowplan", and in Spotlight on iPhone and iPad. Private records of others, databases behind a journal PIN, end-to-end encrypted spaces and properties hidden from you stay out everywhere; a record that a chosen calendar view in the Today widget already shows appears there only once.

Good to know:

• Counter history: Flowplan keeps the value of every day. Days before the widget was set up are estimated and drawn lighter and dashed.
• Privacy: widgets only show what you may see in Flowplan. Pages behind a journal PIN or end-to-end encrypted only show their state in a widget, never content.
• Signed out? When your session ends (e.g. a short SSO session), every widget shows Open Flowplan to sign in. Its settings stay; after signing in, the widgets fill again at once.
• Profiles: widgets belong to the active profile. Switching removes what the previous profile showed; on Android every widget keeps its settings per profile.
• Colours on Android: from Android 12 all widgets take the system colours (Material You, from the wallpaper or the chosen theme), light and dark. Red, amber and green keep their meaning. After a new wallpaper the widgets follow with their next update.
• Check off today's tasks: add the Tasks widget and choose Due today in its settings.
• Updates: when you change something in Flowplan, when the app comes to the foreground, and in the background about every 30 minutes (iOS decides how often).
• Requirements: the configurable widgets, the Live Activities other than the timer, and Siri and Shortcuts need a Flowplan server 0.7.0 or newer. Flowplan, Flowplan Inbox and the running timer work from 0.4.0.

#Widgets for administrators

People who administer the instance (members of the admin group, OIDC_ADMIN_GROUP, default flowplan-admins) get three more widgets in the app for iPhone, iPad and Android. Each shows one thing big; on the iPhone you choose which in the widget's settings.

• Everyone else sees Administrators only in these widgets; without a sign-in they say Open Flowplan to sign in.
• Like the other widgets they read their data with the app's device token (GET /api/mobile/admin-summary). The instance checks on every call that the person of the session the device is bound to is an administrator right now – leaving the admin group, signing out or removing the device under Signed-in devices stops it. API tokens never get this data.
• Only numbers and states are sent – no names, e-mail addresses or workspace names.
• With the statistics switched off (FLOWPLAN_METRICS=off or in the administration under Monitoring → Statistics), Flowplan Live says "Statistics switched off"; state and storage stay.
• Older instances without this endpoint show Administrators only.

#Buttons on notifications

Long-press a notification (or pull it down) for its buttons. They do their work in the background; the app does not open.

• Each button also marks the notification as read; the number on the app icon follows.
• Done, Tomorrow and Reply need the phone unlocked; Mark as read works on the lock screen.
• Done on a record uses the database's “done” state (a status option such as Done, or a checkbox Done); databases without one only offer Mark as read. If the task changed meanwhile, nothing is ticked off – a notification says so, and a tap opens the page.
• Your rights apply as in the browser, and the change shows in the activity, versions and automations like any other.
• Done, Tomorrow and Reply only appear when the notification brings its text along – without it, nobody could tell which task a button acts on. Through the push relay that is the default, because the text is end-to-end encrypted (operators can turn it off with MOBILE_PUSH_CONTENT=off); older app versions through Expo only get it with MOBILE_PUSH_CONTENT=on. Otherwise there is Mark as read only.

Reminders without push: if your instance does not send push notifications to the app (switched off by the operators, or a test build without push), the app reminds you of your tasks itself – at 09:00 on the day a task is due, as long as notifications are allowed for Flowplan. It uses the tasks the app knows from its summary (the next eight).

#Live Activities and ongoing notifications

On iPhone what is running appears on the lock screen and in the Dynamic Island, on Android as a notification (a Live Update on Android 16):

Meetings, imports/exports and incidents can be switched off in the app settings under Live Activities; the timer, focus and voice memos always appear while they run.

If you start or stop the timer or focus elsewhere – in the browser, on another device – or focus moves on to the break, the instance updates the Live Activity on the iPhone by push through the push relay, even when the app is not open. By default this push holds only times and the phase; the Live Activity already knows the title and link from when it started on the device.

#Focus filters

On the iPhone and iPad, a Focus (Settings → Focus → e.g. Work → Add filter → Flowplan) can choose:

• Profile or workspace: a profile ("all workspaces") or one workspace of a profile. When the Focus starts, the app switches to that profile and opens the workspace; when it ends, it goes back to the profile you had before – unless you switched yourself in the meantime.
• Hide notifications from other workspaces: while the Focus is on, your instance does not send this phone push notifications from other workspaces – or none at all if the Focus belongs to another profile. They still arrive in the inbox. If the Focus is never switched off, the rule ends by itself after a day.

Workspaces appear in the list once the app has been signed in to that profile; open the app on the profile once if one is missing.