Help

Open the desktop app

Desktop app · For everyone

1. Select the Guru Flow icon in the notification area of the Windows taskbar. If you can't see it, select the arrow beside the clock first.
2. The first time, select Sign in with Microsoft and sign in with your Microsoft 365 work account.
3. If Guru Flow asks, select Sign in with Guru. Your browser opens at Guru's sign-in page.
4. Sign in to Guru in your browser. Guru Flow opens by itself when you have finished.

To bring the sidebar back later, select the icon again, or right-click it and select Open Guru Flow. Close at the foot of the sidebar hides it; Exit on the icon's menu stops Guru Flow.

Open Guru Flow in Outlook

Outlook add-in · For everyone

1. Open Outlook and select an email.
2. On the ribbon, select Open Guru Flow.
3. If the pane asks you to sign in to Guru, select Sign in, and sign in with the same account you use for Outlook.

There is nothing for you to install. Your firm's IT administrator adds Guru Flow to Outlook for everyone, from the Microsoft 365 admin centre.

Connect your firm's SharePoint

Outlook add-in · For admins, once for the whole firm

1. Open Guru Flow in Outlook. It shows Set up Guru Flow.
2. Select Browse SharePoint, and find a folder for Guru Flow's settings that all staff can read and only admins can change.
3. Select Use this folder.
4. Find the library or folder that holds your case folders, and select Use this location.

The first time an email is filed in a library, Guru Flow asks to add two columns to it. They let it recognise an email it has already filed, so the same email is never filed twice. Select Set up.

Submit a document for review

Desktop app · For everyone

The file must be saved in SharePoint or OneDrive.

1. In File Explorer, right-click the file. To submit several together, select them all first, then right-click.
2. Select Submit to Guru Flow.
3. Type a Matter ref (optional) and a Description (optional).
4. Under Send to, select All reviewers or Specific reviewer. For a specific reviewer, choose the person under Reviewer.
5. If it can't wait, select Mark as urgent. The reviewer sees it at the top of their queue.
6. Select Submit for review.

You can also start from the sidebar: select New submission, choose the files, then carry on from step 4. If your firm has a naming policy and the file name doesn't match it, Guru Flow suggests one. Select Use suggested to rename the file, or Skip to keep its name.

Send an email for approval

Outlook add-in · For everyone

1. Write your email in Outlook as usual: its recipients, subject, text and attachments. Don't send it.
2. On the ribbon, select Guru Flow.
3. If it should be filed once it is sent, choose the folder and select File here when sent.
4. Select Send for approval.
5. Type a Matter ref and a Description if you want them.
6. Under Send to, select All reviewers or Specific reviewer. For a specific reviewer, choose the person from the list.
7. If it can't wait, select Mark as urgent.
8. Select Submit for review. Guru Flow keeps the email and closes the draft.

The email goes to the reviewers' queues. Once it is approved, you send it from the desktop app, and it is filed where you chose: see Send an approved email. Each attachment must be under 4 MB; attach anything larger as a OneDrive or SharePoint link. The reviewers you can choose are the people an admin has given the Reviewer or Authoriser role.

Send an approved email

Desktop app · For the person who submitted the email

1. Find the approved email in your queue.
2. Right-click it and select Send & complete.

The email is sent from your own account and appears in your Outlook Sent Items.

Resolve an email stuck on sending

Desktop app · For the person who submitted the email, or an admin

If an email shows Sending — check Sent Items, Guru Flow could not confirm whether it left. Check before you choose, because sending again could deliver the email twice.

1. In Outlook, open the drafter's Sent Items and look for the email.
2. In Guru Flow, right-click the email and select Resolve sending….
3. If the email is in Sent Items, select Mark as sent.
4. If it is not there, select It was not sent…, then Allow sending again.
5. If you allowed sending again, right-click the email and select Send & complete.

Recall or resubmit a submission

Desktop app · For the person who submitted it

1. To take back a submission that no reviewer has opened yet, right-click it and select Recall. It becomes Draft — Recalled.
2. To send a recalled or rejected submission for review again, right-click it and select Resubmit.

A resubmission keeps its history, and the audit trail runs from the first submission.

Approve a document

Desktop app · For reviewers, authorisers and admins

1. Open the sidebar and find the item in your queue.
2. Right-click the item and select Open docs.
3. Read the document, then go back to the sidebar.
4. Right-click the item and select Approve.

If you submitted the item yourself, Guru Flow says so and asks you to confirm, and the audit trail records it as a self-review.

Approve with comments

Desktop app · For reviewers, authorisers and admins

1. Right-click the item and select Approve with comments….
2. Type your note under Comment.
3. Select Approve.

To leave a note without approving, right-click the item and select Add comment, write at least 10 characters, then select Submit. The contributor can read it in the audit trail.

Send for authorisation

Desktop app · For reviewers, authorisers and admins

When a submission needs a second approval, you approve it and send it to an authoriser. You decide this for each submission.

1. Right-click the item and select Approve and send for authorisation….
2. Under Authoriser, choose who should authorise it.
3. If you like, add a Note to the authoriser.
4. Select Approve and send.

The item shows as In authorisation, and the authoriser is emailed. To finish it, the authoriser right-clicks the item and selects Authorise, Authorise with comments… or Reject.

The authoriser must have the Authoriser or Admin role, and can't be the person who submitted or reviewed it. If nobody is listed, ask your administrator to give someone the Authoriser role.

Reject a submission

Desktop app · For reviewers, authorisers and admins

1. Right-click the item and select Reject.
2. Under Reason for rejection (required), say what needs to change.
3. Select Confirm reject.

The contributor sees the item as Rejected and can read your reason with View rejection reason.

Review an email

Desktop app · For reviewers, authorisers and admins

1. Right-click the email in your queue and select Preview email.
2. Read the email and open any attachments.
3. Select Approve to approve it, Edit & return to change it, or Reject to send it back with a reason.

An approved email is never sent by the reviewer. It goes back to the person who wrote it, who sends it from their own account.

Return an email with edits

Desktop app · For reviewers, authorisers and admins

1. Right-click the email and select Preview email.
2. Select Edit & return.
3. Make your changes to the email.
4. Select Send back to drafter.

The drafter sees the email as Returned with edits. They right-click it and select Review changes to compare the two versions, then Send & complete (with edits) to send the edited email.

File an email to a case

Outlook add-in · For everyone

1. Select the email in Outlook, and on the ribbon select Open Guru Flow.
2. Type the case's name or reference in Find a case or folder.
3. Select the folder you want.
4. Select File here.

You can also drag an email from Outlook's list onto a folder in the pane. Later replies in the same conversation file themselves, to the same folder.

File an email to several folders

Outlook add-in · For everyone

1. Select the email, then select the first folder.
2. Select More options, then File to several folders….
3. Select each folder, then select File to these folders.

File an email you are writing

Outlook add-in · For everyone

1. While writing the email, on the ribbon select Guru Flow.
2. Find and select the folder where the sent email should go.
3. Select File here when sent.
4. Send the email. It is filed once it has gone.

If you send an email that isn't set to be filed, Outlook may ask first: see Why does Outlook ask about filing before it sends my email?

File from the ribbon

Outlook add-in · For everyone

1. Select the email in Outlook.
2. On the ribbon, select File to… to find a folder, or File to last folder to use the one you filed to last.

File now files any new emails that follow a filed conversation, without waiting for Guru Flow's next check.

See where an email is filed

Outlook add-in · For everyone

1. Select the email in Outlook, and open Guru Flow.
2. Guru Flow shows Filed, with the folder underneath.
3. Select More, then Open in SharePoint, to see it there.

Outlook also shows a Filed category on the email, and one naming the folder.

Find a filed email

Outlook add-in · For everyone

1. In the Guru Flow pane, select Account and settings (the ⋯ button), then Browse SharePoint.
2. Choose the case folder.
3. Type a word from the email in Search documents and emails.
4. Select the email to read it.

Filed emails are named with the date first, written year-month-day (2026-09-28), so they sort by date.

Take an email out of a folder

Outlook add-in · For everyone

1. Select the email in Outlook, and open Guru Flow.
2. Beside the folder it is filed in, select More.
3. Select Remove from here. The copy goes to SharePoint's recycle bin.

Keep a folder as a favourite

Outlook add-in · For everyone

1. In the Guru Flow pane, select the folder.
2. Select Add to favourites.
3. Find it later under Favourites.

Create a task

Desktop app · For everyone

1. In the sidebar, select New task.
2. Type a Title.
3. Under Assign to, type a name and choose the person. Leave it blank to assign the task to yourself.
4. Choose a Due date and a Priority.
5. Add a Description, a Matter ref (optional), Subtasks, a Recurrence or a Visibility if you need them.
6. Select Create task.

When a task is finished, right-click it and select Mark as complete. Edit task… changes it and Reopen brings back a completed one.

Create a task from a calendar event

Outlook add-in · For everyone

1. Open a calendar event you organise.
2. On the ribbon, select Create Guru Flow task.
3. If the pane asks you to sign in to Guru, select Sign in.
4. Check the Title, Description, Due date and Matter ref, which come from the event, and change them if you need to.
5. Set the Priority, Visibility and Recurrence.
6. To give the task to a colleague, type their name under Assign to and choose them. Leave it blank to keep the task yourself.
7. Select Create task.
8. When the pane says Task created, select Close.

The task appears in your queue in the desktop app. The calendar event itself is not changed.

Filter your queue

Desktop app · For everyone

1. Select Both, Approvals or Tasks to choose what the queue shows.
2. Select the calendar button and choose Due today, Due this week, Due this month, Overdue or All.
3. Type in the filter box to narrow the list to a matter or a description.

The queue refreshes by itself. Select Refresh now if you don't want to wait.

Find a document's history

Desktop app · For everyone

1. Select the Doc history tab.
2. Type a matter reference or a document name in the search box.
3. Select a result to see its Timeline: every submission, approval, rejection and comment, with who did it and when.

For an item in your queue, right-click it and select View audit trail.

Export an audit certificate

Desktop app · For approved and archived items

1. Find the item on the Doc history tab.
2. Select Export audit certificate (PDF).
3. Choose where to save the file.

You can also right-click an approved item in the sidebar and select Export audit certificate.

Check your queue in the web app

Web app (read-only) · For everyone

1. Go to the Guru Flow web app and select Sign in with Microsoft. If it asks you to sign in to Guru first, do that once in the desktop app or in Outlook, then refresh the page.
2. Select Queue, Approved, Rejected or History.
3. Type in Filter by matter or description to narrow the list.
4. Select Open on an item to open its document in SharePoint.
5. When you finish on a shared computer, select Sign out. On a phone, select your initials first.

The web app shows your queue but does not change it. Approve, reject, resubmit and send in the desktop app or in Outlook.

Change the theme and notifications

Desktop app · For everyone

1. Select your initials at the top of the sidebar.
2. Select Preferences.
3. Under Theme, select System, Light or Dark. System follows your Windows app theme.
4. Under Notifications, choose how Guru Flow tells you about new work.
5. Select Save.

If your administrator has set a notification policy for the firm, the notification choice is fixed. In the web app, the Theme switch is at the foot of the menu, and a Light or Dark choice there is shared with the other Guru products on insolvency.guru. The Outlook add-in follows your Office theme.

Grant or revoke a role

Desktop app · For admins only

1. At the foot of the sidebar, select Admin settings.
2. Go to Role management.
3. Under Grant role by UPN, type the person's sign-in address, for example sam.taylor@example.co.uk.
4. Select Reviewer or Authoriser.
5. To take a role away, find the person under Current role grants and select Revoke.

People with the Reviewer role appear in the Reviewer list when someone submits. Every grant and revocation is recorded in the audit trail.

Delegate your review queue

Desktop app · For admins only

1. At the foot of the sidebar, select Admin settings.
2. Go to Queue delegation.
3. Under Delegate to, search for your colleague by name or email and choose them.
4. Set the From and Until dates.
5. Select Save delegation.

To end a delegation early, select Remove.

Set the case folders location

Desktop app · For admins only

1. At the foot of the sidebar, select Admin settings.
2. Go to Case folders.
3. Select Browse SharePoint….
4. Choose the SharePoint folder that holds your case folders.
5. Select Save settings.

After this, when someone types a matter reference, Guru Flow suggests the matching folder names from that location.

Set a naming policy

Desktop app · For admins only

1. At the foot of the sidebar, select Admin settings.
2. Go to Naming policy.
3. Turn on Enable naming policy.
4. Build the Naming pattern. Under Insert token, select a token such as [MatterRef], [Date] or [FileName] to add it.
5. Turn on Auto-rename to rename files before submission. If it is off, the person submitting is warned and must confirm.
6. Select Save settings.

Turn on the audit trail

Desktop app · For admins only

1. At the foot of the sidebar, select Admin settings.
2. Go to Audit trail.
3. Turn on Enable audit trail.
4. Select Save settings.

The audit trail records every approval, rejection and authorisation. Leave it on. While it is off, the sidebar says so. Changes an administrator makes, such as granting a role or turning the audit trail off, are recorded even while it is off.

On the same screen, Auto-archive approved envelopes after (days) sets how long approved items stay in the queue; 0 means never.

Change your firm's filing settings

Outlook add-in · For admins only

1. In the Guru Flow pane, select Account and settings (the ⋯ button), then Admin.
2. Choose Rules, File names, Filing or Backup.
3. Make the change. It applies to everyone at your firm.

Rules file emails automatically when their subject carries a case reference. File names sets how filed emails are named in SharePoint. Filing sets where your case folders are, how emails and attachments are saved, and, under Ask before sending, when Outlook asks before sending an email that won't be filed. Backup saves your firm's settings and rules to a file, and restores them from one.