Capability catalogue
What the business can do in FlowOS, grouped the way the work actually flows.
What the business can do, grouped the way the work actually flows. Status meanings are at the foot of the page.
Collecting enquiries
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Sync a mailbox | Bring the latest mail from an enrolled Flowtech mailbox, with its attachments | Automatic (delta); administrator enrols | In product | Collecting mail |
| Manage which mailboxes are in use | Enrol a mailbox, pause or resume a person’s mailbox, see sync state | Administrator | Live | Mailbox management |
| Group a conversation into one thread | Every reply joins the same conversation rather than creating a new one | Automatic | In product | Inbox |
| Recover who the enquiry really came from | Identify the customer behind an internal forward, not the colleague who forwarded it | Automatic | In product | Inbox |
| Resolve the customer | Join on the contact email; an unknown sender becomes a review item | Automatic | In product | Parties |
| Link conversations that belong to one job | Several threads on the same customer reference, the same reference or project number under one subject, or a quotation number become one enquiry | Automatic | In product | Enquiry to quotation |
Sorting the queue
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Label what kind of document each message is | Enquiry, revision request, quotation, purchase order, sales order, follow-up, or other | Automatic | In product | Message labelling |
| Correct a wrong type | Set the type by hand; the system never overwrites the correction | Sales person / office head | In product | Message labelling |
| Judge whether a reply actually changes anything | Avoid re-doing the work for a reply that only asks us to send a drawing | Automatic | In product | Message labelling |
| See what a client’s email asks to change | Each change grouped by item with the client’s sentence beside it, and the enquiry’s mail email by email. An answer to a query fills its field and a line the client adds in writing becomes a new line, before a quotation is issued; other changes are decided on the quotation | Sales person / office head | Live | Inbox |
| Build an enquiry’s lines by hand | Enter an enquiry with no reading and add each line with ＋ Add line, by item group and item code, or add a line the reading missed; pin a line to an exact item code | Sales person / office head | Live | Inbox |
| Enter an enquiry by hand | Type notes or paste a chat, with files, for an enquiry that came by phone, WhatsApp, a visit or a marketplace; FlowOS reads it like an email | Sales person / office head | Live | Inbox |
| See the shared inbox | The triage surface for everything Graph delivers | Sales person / office head | Live | Inbox |
| Close and reopen a conversation | Take a finished thread off the open board; new mail puts it back | Sales person | Next | Inbox |
| Reply to the customer | Send a reply from the inbox from a template: acknowledgement, query to the customer or quotation offer. The office head is kept in CC | Sales person / office head (send permission) | Live | Inbox |
| Raise a query | List what only the customer can state for the lines still to confirm and send it as a reply; the query is saved when sent, and the customer’s answer fills the line | Sales person / office head | Live | Inbox |
| Mark an enquiry ordered | The card reads Ordered from the client’s first sign of an order; later changes the client asks for are held | Automatic | In product | Inbox |
Reading the documents
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Convert attachments to readable text | Turn PDFs, Word, Excel and mail attachments into text the rest of the system can work from | Automatic | In product | Reading documents |
| Read tables out of a specification sheet | Keep a datasheet’s table structure so a multi-instrument annexure is not flattened into prose | Automatic | In product | Reading documents |
| Read pictures and scans in an enquiry | Transcribe a picture, a scanned PDF or the scanned pages of a typed PDF attached to an enquiry, such as a photographed datasheet, into text | Automatic, while model calls are on | In product — a scanned PDF only when every mailbox the email reached is one requirement gathering covers | Reading documents |
Understanding the enquiry
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Split one enquiry into line items | One line per distinct instrument specification, with tag numbers and quantity | Automatic | In product | Line items |
| Identify the instrument category | One of the item group master’s categories, or something we do not make | Automatic | In product | Line items |
| Extract the process parameters | Fluid, size, range, pressure, temperature, materials, output — per line | Automatic | In product | Line items |
| Show what is stated, assumed and missing | Mark the origin of every value and list what the enquiry never said | Automatic | In product | Line items |
| Match the fluid and show its properties | The line’s fluid matched to the reference library, with its density, phase, viscosity, conductivity and corrosion behaviour beside the line | Automatic, confirmed in review | In product | Line items |
| Fill in what the enquiry left unstated | What the enquiry states once for several lines, library properties, ambient conditions, the range around an operating value and the design value above it, filled on the datasheet and saved only when a reviewer changes one | Automatic | In product | Line items |
| Warn of a material the fluid attacks | A wetted material the customer asked for that the published chart grades poorly for the line’s fluid | Automatic | In product | Line items |
| Derive steam properties from pressure | Size steam on its density (IF97, read on the client’s steam grid) rather than treating it as water (R29) | Automatic | In product | Reference data |
Choosing the product
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Rank catalogue products against a line | A short list of families that fit, in order, with their warnings, and the ruled-out families with their reasons; computed for each line and shown on the line list and in the line’s panel | Automatic | In product | Product suggestion |
| See why a product was rejected | The specific breach in plain words | Sales person | In product | Product suggestion |
| Keep the customer’s own choice visible | Always check and show every product the customer names, even when it has been ruled out | Automatic | In product | Product suggestion |
| Check the duty against published sizing tables | Whether the stated bore can actually read the stated flow, and the size to use instead; computed for each line and shown with its suggested product | Automatic | In product | Product suggestion |
| Build the order code from the menus | One option position at a time; the composed number is the order code | Automatic / sales person | In product | Quotation builder |
Preparing and issuing the quotation
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Generate a quotation | A numbered draft from an enquiry, one line per instrument from line review, with why any line cannot be issued | Sales person | Live | Quotation builder |
| Override quantity, rate and discount | Change a line’s quantity, unit rate, discount and whether it is left out. An option is chosen on the line and saved on the enquiry; other values change only in line review, where the product family can also be picked (R96); the item code follows the line’s size | Sales person | Live | Quotation builder |
| Enter the quotation header | Customer, addresses, GSTIN, attention, contact, reference, application, place of supply, validity — from the enquiry’s contact, or a party picked from the party master | Sales person | Live | Quotation builder |
| Set terms, charges, discounts and tax | Payment and delivery terms and clauses from the T&C master, with the payment split from the template’s price rule for the quotation’s value and delivery; packing, freight, insurance, installation, inspection; GST per line from its HSN | Sales person | Live | Pricing and totals |
| Issue the quotation and download its PDF | Freezes the version; the PDF is sent from the salesperson’s own mail | Sales person | Live | Preparing a quotation |
| Send the quotation | FlowOS is the mail client. Customers see the engineer; replies come back to the shared office mailbox | Sales person (quote:send) |
Next | Preparing a quotation |
| Revise a quotation | Revisions are kept as -R1, -R2; the draft of a revision can be discarded until it is issued, and a quotation never issued can be deleted |
Sales person | Live | Lifecycles |
| Decide a client’s change | Accept, decline or reopen each change a client asked for on an issued quotation, from the quotation or from the email; starting the revision writes the accepted changes that give one plain value | Sales person / office head | Live | Revision requests |
Taking the order
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Compare a PO to the quotation | Line-by-line differences, held before an order is raised; an Office Head records Accept, Accept with deviations or Ask for amendment | Office head / sales person | Live | Checking a purchase order |
| Raise a sales order | From a verified PO, or manually when there is no inbound PO | Create is gated separately from view | In product | Enquiry to quotation |
| Hand off to the ERP | Push a confirmed order, retry and reconcile | Office head | In product | Connected systems |
| MIS reports | Conversion, ageing and office performance across the funnel | Stakeholder / office head | In product | Reporting |
Master data
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Item groups | Product families, variant axis, prefixes | Catalogue maintainers | Live | Item Group Master |
| Item codes | Released sizes / variants, HSN on finished goods | Catalogue maintainers | Live | Item Master |
| Decodification | Option menus that compose the model number | Catalogue maintainers | Live | Decodification |
| Pricing library | Fixed, by-parameter, and size-based rates for a Decodification Master driver row | Catalogue maintainers | Live | Pricing Library |
| Parties | Customers and vendors, each a company with its billing locations, GSTIN and contacts | Office | Live | Parties |
| HSN | Statutory HSN/SAC codes, split CGST/SGST/IGST tax rates, and GL ledger accounts | Office / Maintainers | Live | Reference data |
| T&C | Master commercial terms templates with tiered price rules, default payment milestones, and delivery options | Catalogue maintainers | Live | Reference data |
| Substance Master | Process fluid and gas library, physical properties, thermodynamic constants, and alloy corrosion resistance | Catalogue maintainers | Live | Reference data |
| Offices, employees, roles | The people and the permission sets | Administrator | Live | Roles |
Running the workload
| Capability | What it lets the business do | Who uses it | Status | Detail |
|---|---|---|---|---|
| Preview as another person | See the product as they would, without a second login | Administrator with preview permission | Live | First sign-in |
| Report a problem from the screen | Raise a defect with page context, without leaving | Anyone signed in | Live | — |
| Convert a figure between units | See a flow, pressure, temperature or other figure in every common unit of its quantity at once, with a gas’s or steam’s conditions where they matter | Anyone signed in | Live | First sign-in |
Status key
- Live — a signed-in screen exists for this today.
- In product — part of FlowOS as specified. The rail may still show a placeholder until that slice is on the screen; the behaviour described here is the product, not a future idea.
- Next — in the product as specified, and the next slice due on the screen. FlowOS does not do it today.
The short rail list is Capabilities on the rail.