When should a flow be placed in a utility bar?

Placing a flow in a utility bar is ideal when users need access to it at all times. The utility bar is designed to provide users with a consistent and convenient way to access tools and information without navigating away from their current context within the Salesforce interface. This accessibility is particularly useful for flows that users may need to initiate frequently or that serve as ongoing resources, allowing them to quickly engage with the flow whenever necessary.

In contrast, other scenarios might not warrant placing a flow in the utility bar. For example, flows that require special permissions might be better suited in contexts where user access can be more controlled, rather than always visible. Similarly, flows that need to be shared with other applications may be better integrated through APIs or other integration methods rather than as utility bar items. Furthermore, flows that run in the background would not benefit from the direct user access provided by the utility bar, as their operations do not necessitate immediate user interaction.

Thus, the main benefit of placing a flow in the utility bar lies in enhancing user accessibility and ensuring that critical features are just a click away whenever they are needed.