Forms and actions
How create and edit forms, confirmations, and AI-suggested changes behave across the workspace, and what to check when an action is blocked.
- Who can use this
- Authenticated workspace members
On this page
Explore overview diagram
Overview diagram
Forms and actions
Overview diagram. The text on this page has the exact steps and permissions.
The same rules everywhere
Requests, tasks, notes, invoices, recurring workflows, automation, and settings all use the same form and action patterns. Once you know them on one page, you know them everywhere.
What to expect from every action
Errors keep your input
If a form can't be saved, it shows what's wrong and keeps everything you typed.
Deleting asks first
Destructive actions, such as deleting an invoice, always ask you to confirm.
AI suggests, you apply
Changes proposed by AI or automation are shown for review before they change a record.
Demo actions are labeled
In a demo workspace, sandbox actions say so and can be undone by discarding the demo.
Fill in the linking fields
Client, project, task, date, amount, currency, and status show up on many forms. They take a few extra seconds, but they're what lets Flopinio connect the work later. A time entry linked to the right task and project can be found when you build the invoice. A request linked to its project shows up in that project's health review.
Example
Why the project field matters
If you log 4 hours of "rollback prep" without picking the Northstar Patient portal launch project, the time is still saved. But it won't show up when you preview billable time for Northstar's July invoice until you link it.
When an action is blocked
If a button is disabled or an action is denied, check these in order:
- Your role. Some actions are limited to owners or admins.
- A recent sign-in. Security-sensitive actions ask you to confirm your password or MFA again.
- Your plan. Some features, including some AI actions, depend on the plan.
- AI access and either hosted credits or a valid, explicitly selected OpenAI or Anthropic key for AI actions.
- Whether you're in a demo workspace, where some actions are sandboxed.
FAQ
Why is a button visible but disabled?
Gated controls stay visible so you know the action exists. Its ? hint or tooltip explains what's missing, such as a role, plan, or recent sign-in.
Can AI change my records without me?
No. AI and automation produce suggestions, drafts, or approvals. Records change only when you, or a rule you accepted, apply them through a visible action.