How to build your first flow?

Here's an quick guide on how to start using the Flow Builder. HelloFlows' features and functionalities are ever-evolving, however, the key concepts remain the same.
Discover all the possibilities.

How to create a flow?


Everything starts with the flow. Once you create a new flow, name it and choose a purpose, add a Form step to start building your process. A Form step can be used to collect all your required information. You can choose from a variety of field types to design it to your needs.

The flow should end with an End Flow step which allows you to let your clients know that their information has been collected and will be processed, or to redirect them to a link. To remove a step from the flow, click on 'View' and 'Delete form from flow'.

How to make a form?

The form is the core of every flow. It allows you to collect all the necessary data about your prospect. To build one, you simply drag and drop different fields into the form editor. To remove fields from the form, all you need to do is dragging them outside of the form editor.

Once you click on the field, you'll see the settings bar on the right - that's where you can change content and settings, or define validation rules (e.g. make the field required to fill in).

Field types:
  • Individual fields - used to collect information about individual clients, including contact information, address, and personal information fields. Recommended to use for individual client onboarding flow.
  • Company fields - used to collect information about corporate clients, including basic information, company address, business numbers, and company contact information fields. Recommended to use for corporate client onboarding flow.
  • Owner/director fields - used to collect information about individuals during corporate onboarding, including owner/director name, contact information, address, personal information, and ownership information fields. Recommended to use for corporate client onboarding flow.
  • Smart fields - fields connected to a specific service used to collect and verify the information.
  • Spacing and text - used to create a space or add custom elements in the form (e.g. a link or other element in a form of custom HTML).
  • Other fields - used to create custom fields, including input, dropdown, date, radio buttons, or multi-select buttons fields. These are fully flexible fields where you can define both the field name and placeholder as well as other validation rules.
How to add services?

Services are another type of element used to build flows. HelloFlow incorporates a variety of services that differ in terms of functions (see a full list of services). There are two types of services you will find on the platform:

  • HelloFlow native services - services like PDF Mapper, Flow Connector, or Contract Reader. To use them in your flow, simply click on the 'Add to flow' button.
  • 3rd party services - Third-party services include, among others, all the verification services. To use them in the flow, simply click on 'Add to flow' button, then, click on 'View' to accept the terms and conditions, and activate the service.

To remove a service from the flow, click on 'View' and 'Delete from flow'.

How to create conditions?

Conditions allow you to decide the journey for your clients. It follows a simple principle of "IF a THEN b", for instance, "IF customers are below 18 y.o. THEN they are not allowed to use our services". Using this step, you can easily introduce branching into your flow, allowing different clients to go through the onboarding process dedicated to them.

How to export data?

Once the onboarding process is completed, collected data is stored in the Client Portal. However, there are several different ways you can export the data from HelloFlow to 3rd party systems.

  • Through API - HelloFlow Export API can be used to query data collected across flows and for receiving real-time events of the user interaction in a flow including partially collected data in every step.
  • Via email - If you want to receive the data straight to your email every time a client completes the onboarding, email export is just the right option. Add 'Email as attachment' to your flow, insert your email address and choose a file type in which the data should be sent to you.
  • To external CRM - Exporting data to external CRM systems (like HubSpot) enables you to keep all data in one place of your choice. To enable it, add a CRM integration into your flow and connect to that system by logging into your account. Once it is done, map fields from HelloFlow form with the fields from CRM and save changes.

How to change the design of a flow?

Flow Designer gives you the power to control the design of your flow at any time. From changing the font style, through colors, to button and background design - everything can be adjusted to match your brand design.

  • Public themes - Public themes are pre-built ready-to-use designs. To use them, simply go to Flow Designer and click on the chosen design to apply changes. It's that simple!
  • How to create a custom theme?
    Flow Designer also allows you to create your own theme so that it matches your brand's design. These can be saved and used as presets for further re-use.
  • What is Flow Translator?
    Your flows can be fully customized in terms of language. To do that, use Flow Translator to define the language of the “Continue” and “Go back” buttons. The remaining part of the flow can be translated by changing field titles and sub titles in the form builder.

How to launch and share the flow?

Once the flow has been built, it needs to be launched to go live. You can do it by clicking the 'Publish changes now' button in the launch section.

  • How to share the flow?
    There are several ways to share the flow. You can send a unique link to a page with the flow. On this page, you can also add your logo and a few other things. Another way to share it is by embedding it into your website in a form of a slider, popup, side tab, and more.
How to connect flows?

We give you the possibility to connect different flows while making sure your client's data is not being duplicated or spread across different users' profiles.

To do so, you can add the 'Profile link-link creator' service at the end of a flow (simply add it from the service panel). In another flow, start with the 'Profile link-Connector' service, then add any forms or services required. This way, you can request data renewal at any time while ensuring the client's data is stored in one place.

Need a 1:1 walk through the platform?

Let us help you get started! Contact us to get a personal tour of the platform.

Yellow Circle
Yellow Circle