What's new in Flow

What's new

• App - PayPal, Amazon Pay and Revolut Pay among the payment methods, on monthly and yearly plans: like card and SEPA Direct Debit, the renewal happens by itself. Klarna is no longer offered: it only accepts purchases by consumers, and Flow is bought as a company.
• App - Change plan yourself: from Admin console › Payments you can move from the trial or the free plan to a paid plan, or to another plan. A higher plan applies right away and only the difference for the days left is paid; a lower plan and switching between monthly and yearly apply from the renewal. The end-of-trial notices have a «Choose a plan» button. Browser only.
• App - KAi suggestions: if you switch them on (Automations page), KAi watches the operations you repeat and offers in the chat to do them for you, for example "when you upload to Quotes you then send it to Mario: shall I do it?", or a reminder if you update the same file every week. It only looks at your own actions and only you see the suggestions. "Check now" makes KAi look right away.
• App - New automation steps: send the file (outside the company with a link and your confirmation every time), rename, add tags, add a comment to the file (e.g. KAi's description), note the data in an Excel sheet (one row each time), call a web address.
• App - Try on a file: before you switch it on, the automation runs without touching anything and tells you what it would do.
• App - Approvals that expire and summaries on your schedule: if nobody answers within the chosen days the approval counts as rejected, approved, or someone is notified; the summary comes every day, week or month.
• App - Webhooks: a space automation can start when another program calls its address.
• App - Ready examples to start from; if whoever switched an automation on leaves the company, it switches off and the administrators are told.

What's new

• App - Work/flow: the folder does it on its own: with KAi in the plan, a folder can act on its own when a file arrives, when a file changes, when a signature is completed or a review comes in, or every week with a summary. You write what should happen, KAi prepares the steps and you check them before switching it on; or you build them yourself.
• App - The steps of an automation: KAi reads the document or looks at the photo and answers the questions you wrote; a rule decides based on the answers; one or more people approve or reject from the chat with KAi, with a reminder and the reason for a rejection; the file moves to a folder you chose, or one KAi chooses; people are notified in the chat, with a phone notification or by email; KAi can post in the space's channel, add a calendar event, ask for a signature or an outside review.
• App - Space automations: at the root of a space, the «Automations» button opens the ones that start when a message arrives in the space's channel or when an event in its calendar is coming up.
• App - Where to find them: the «Automations» button at the top of the folder (on the phone in the «…» menu), an icon next to folders with an automation switched on, and the «Automations» item in the menu, listing them all. For every file you see what happened, step by step.
• App - Personal automations: in your «Personal» space an automation starts when someone writes to you privately, anyone or the people you choose, optionally only when you're offline; the notice carries the full text of the message, by email too.
• App - Automations asked to KAi in the chat: write what should happen, KAi prepares the steps and describes them; «Turn on» switches it on, «Edit» opens the window. KAi also lists the existing ones, switches them on or off, changes or deletes them once you confirm, and if a similar one already exists it offers to update that one. The «Automations» list has a «Created by» column.

What's new

• Catalogs - Look templates: in the «Look» tab a catalog's look can be saved as a named template and applied to another catalog. When a template already in use changes, you choose whether to update the catalogs that use it or leave them as they are.
• Catalogs - PDF cover and closing pages: a ready-made PDF can replace the generated cover, and another can be added as closing pages at the end of the catalog. Pick them from your Flow files or upload them from your computer.
• App - Repositories and Catalogs have their own page: in the sidebar each is a single item that opens the list with name, last modified, who has access and creation date, sortable by column.

What's new

• Files - Your photos on a map: Layout has a new «Map» option. It shows where the photos and videos in the open folder and its subfolders were taken, grouped when they are close together: click a group to zoom in, click a photo to see its date, place and folder, and open it from there. You can show a single year only. On a phone the map opens full screen. The map is Flow's own, built on OpenStreetMap data: the locations of your photos never go through an outside service.

What's new

• Mac and Windows apps - Unread messages on the icon: on the Mac, Flow always sits in the Dock with the number of messages to read, and the menu bar icon carries a red badge with the number. On Windows the icon next to the clock gets a red dot.
• Calendar - Reminders for attendees too: an event's reminder reaches the people invited, except those who said no. When KAi creates an event for you, it can invite colleagues and set the reminder.
• Calendar - The space's colour: a new event takes the colour of its space and follows it until you choose another; the event window shows right away which colour it will have.
• Chat - Edit or delete until someone reads it: a message can be corrected or removed only before someone else reads it; an administrator can delete it afterwards too.
• Chat - Attachment previews: a tap on a file sent in chat opens it in preview, without downloading it.
• Preview - Lighter Word and Excel previews: the preview shows the clean document, without toolbars, and opens faster.
• Trash - Delete only what you choose: "Delete permanently" applies to the selected files, no longer to the whole trash.
• Dashboard - Did you know?: short tips on Flow's features, with videos too, and for each one whether it's included in your plan.

What's new

• Dashboard - Choose what to see and in what order: with the "Customize" button you turn dashboard sections on or off and move them by dragging or with the arrows. The choice is separate for phone and computer and applies on all your devices; "Reset" goes back to the original order.
• Dashboard - Waiting for you: one box with what is waiting for you, that is unread chat messages, files received through collection links and documents to sign.
• Search - More precise Ai search: it understands questions better and writes more accurate answers above the results. Questions and documents stay on our servers.
• Security - Antivirus checks on archives too: every uploaded archive is checked all the way through. If it is password-protected, or too large to be opened completely, it doesn't get in unchecked. The message explains what to do: upload it without a password, or split into smaller parts. Password-protected PDF and Office documents upload as before.

What's new

• Calendar - New section, when included in your plan: your personal calendar and one for each team space, with day, week, month and year views. Drag events to move or lengthen them; each can have a colour and a reminder, delivered as a notification and an email. Invite colleagues, who find the event in their own calendar and answer Yes, Maybe or No, and people outside the company, who get the invitation by email and answer without an account. In chat, /evento asks KAi to create an event and /oggi opens today's calendar; KAi reads the calendar and creates, moves or deletes events after you confirm.
• Chat - Pinned messages: choose «Pin» from a message's menu and it stays at the top of the conversation, for everyone. Tap the line at the top to go to the message; with several pinned, you move from one to the next. It can be unpinned by whoever pinned it or by an administrator.
• Chat - KAi assistant: write @kai in a conversation and KAi searches your company's documents and answers right there, linking the files. It only sees what the person asking can see and, in conversations with others, only what everyone there can see; «What KAi sees» lets you narrow it. In the chat with yourself you can turn it on so it answers every message. Questions and documents stay on our servers.

What's new

• Chat - "Shared" tab: next to the conversation name you find every file sent and every link written, newest first, with the "Recent", "Files" and "Links" filters, search by name and "Upload".
• Mac and Windows apps - Flow files inside the Chat window: the bar on the left switches from the chat to your spaces and folders and back without changing window; a single button closes and reopens the left column in both views.
• Chat - Files no longer available: if a file sent in chat has been deleted by everyone, "No longer available" appears in its place, instead of a file that looks like it opens.

What's new

• Chat - Search with filters and dates: messages, attachments or spaces, "When" (today, last 7 or 30 days, or from… to…) and "Search in this conversation". The global search also finds messages by recipient and date: "to:Mario Rossi", "since:1/9", "until:20/9".
• Chat - Chat with yourself: your name with "(You)" sits at the top of People, for notes, reminders and files to move from one device to another. Only you see it and it sends no notifications.
• Chat - Scheduled send: from the arrow on the Send button pick a day and time, and the message goes out on its own at the right moment. Until then only you see it, and one click cancels it.
• Chat - Email reminders: in scheduled send, the "Send by email" switch also emails the message to whoever receives it; in the chat with yourself it becomes a reminder, with a notification on the phone.
• Catalogs - A folder that feeds a catalog can't be deleted by mistake: the web warns first which catalog it touches and what happens; in Finder "Move to Trash" isn't offered at all, and from File Explorer the deletion is refused with the reason.
• Chat - Tags: write #quotes in a message and it becomes a clickable label that finds every message with that tag; typing # suggests the tags already in use.
• Tasks - Assign a task to several people: pick everyone who needs it in "Assigned to", "My tasks" shows the ones you are on, and each person is notified when added.
• Catalogs - A more complete builder: columns reorder by dragging, decimals are set per field and the PDF follows them, section titles get their own color and size, and the PDF shows every chosen field and every price with its name.
• Account - "Forgot password" now comes from your KAi account, with the same email for every KaiGrid app, in the user's language.

Fixes

• Chat - Phone notifications didn't arrive while Flow was open on the computer, even behind other windows: now a message counts as read only when the Flow window is really in front.
• Mac - If a folder is deleted from the web while files are still uploading from the Mac, the ones not yet uploaded aren't lost: you find them on the Desktop in "Flow – not uploaded", and the folder disappears from the Mac too.

What's new

• App, Mac, Windows and phone - Team chat arrives. One channel per team space, one for the whole company ("Everyone") and one-to-one conversations, with replies, reactions and mentions. In the web app it lives in the sidebar, on the phone in the bottom bar, on the computer in its own window. Requires the "Team chat" feature in the plan.
• Chat - Attachments from the computer or from Flow. Every participant finds the file in their own Flow, under Personal › Chat, synced to Mac and Windows. Any file can be sent with "Send in chat…", in the app, in Finder and in File Explorer.
• Chat - Search messages, also from the global search. Messages are stored encrypted.
• Mac and Windows - System notifications for new messages, and the unread count on the icon.

What's new

• App - The catalog's look in one tab: a cover of your choice with the company logo, header and footer, and beside them a preview of the first pages as in the PDF.
• App - The PDF has bookmarks (index, sections and products), and you can export just some sections.
• App - Spaces, repositories and catalogs for non-administrators too: in Administration → Users you choose, for each person, what they can create and what they can delete.
• App - Protected data for several people: each address gets its own link, with its own reads.
• App - A guide in every Git repository, to get started with git and use tasks and pull requests from the terminal.

Fixes

• Mac, Windows - Deleting a very large folder from the web now really removes it from the computers too: before, it could stay or reappear in Finder and File Explorer.
• Windows - If a colleague deletes a folder while you have a file in it that hasn't uploaded yet, the file isn't lost: you find it next to it, in "name (not uploaded)".

What's new

• App - "Update the catalog": when the spreadsheets change, the catalog follows. Before confirming you see what will happen; products no longer in the files are archived, never deleted, and manual corrections stay.
• App - Lay out the PDF your way: images or not, how many products per page, portrait or landscape, where the indexes go, and whether each section starts a new page.
• App - Bulk actions on products: check the rows, or all those matching the filters, and change status, section or family, or delete them, in one go.
• App - Large PDFs open and scroll smoothly, on the phone and on shared links too.
• App - Faster with large folders: generating a catalog from tens of thousands of files and uploading many files from the web take much less time.

What's new

• App - Catalogs from a folder: if your products are already in Excel or CSV sheets, with photos and data sheets beside them, Flow proposes the catalog from there, in five steps, and you choose the look, colors and font of the PDF.

Fixes

• Windows - Deleting a folder with many files from File Explorer now really removes it from the PC too, without it coming back.

What's new

• App - Ai assistants: you can connect Claude, ChatGPT, Cursor or Codex to Flow, and the assistant sees only the folders you choose. By default it reads and searches; if the administrator allows it, a connection can also create, move, rename and trash, always only in those folders.
• App - Uploads to your links: when someone uploads files to a folder you shared, you get an email listing what arrived.

What's new

• App - Protected data has two tabs: Sent, what you send, and Received, what you ask your clients for, with a notice when there's something to read.

Fixes

• Windows - With the disk almost full Flow no longer starts downloading a file only to stop halfway: it tells you right away. And a file that can't be opened because there's no network answers at once, instead of leaving the program waiting for a minute.
• App - Document search: a PDF whose text couldn't be read is retried instead of staying out of the search.
• Office - After a Flow update the editor is available again right away.

What's new

• App - Protected data: passwords, keys and credentials are sent with a link that can be read only once and then disappears. You choose how long it lasts, how many reads it allows and a keyword to give by voice; you're told when it's read.

Fixes

• Mac - "Free up space" now really frees unused files: the first pass skipped them all.

What's new

• Mac, Windows, App - Move files and folders between spaces, for example from Personal to a team, by dragging them in Finder or File Explorer, or with "Move" in the app.
• Mac, Windows - "Free up space", in Settings: downloaded files you haven't opened for a day, a week or a month go back to online-only by themselves. They stay on Flow and download again as soon as you open them.
• App - The home page has a "My tasks" block: the open tasks assigned to you, from every repository.

Fixes

• Mac - Files exported from Illustrator with "content credentials" on could reach Flow empty: now the content arrives too.
• Mac, Windows - Selective sync: a folder only partly checked no longer brings the files at its root onto the computer.
• App - "Show in Finder" (or File Explorer) on a file that isn't on your computer no longer opens the wrong folder: it offers to include it and show it.

Fixes

• Mac, Windows - Saving an Illustrator document inside a Flow folder no longer shows "This file has been modified by an application other than Illustrator".

What's new

• App, Find - Every file or folder mentioned in the Ai answer is a link: one click opens it.

What's new

• Find - The Find window on Mac and Windows has the same Ai search as the app: the "Ai" switch, a question in plain language, and the answer above the results. Available with plans that include Ai search.
• App, Find - With Ai on, search always looks inside documents too, not just at names, and the answer relies on the most recent documents.