FLOWs: Creating & Assigning FLOWs
Set up automated data collection sequences in Unificus for contacts and staff to complete forms, appointments, and documents.
What is a FLOW?
FLOWs are automated workflows that let your Contacts or Staff complete forms, upload or download files, schedule Appointments, and electronically sign documents.
Two types of FLOWs exist:
- On-Boarding FLOW: A required set of Steps that new Prospects or Clients must finish before accessing the full platform. You can assign these during Contact creation, through a Kickoff Form, or via CSV import.
- On-Demand FLOW: An optional workflow assigned individually to Contacts whenever you need them to complete specific tasks.
Note: FLOWs are available on the Pinnacle Plan only.
How do I create a FLOW?
Go to Onboarding > FLOWs in the main menu and select the +Add FLOW button.
You’ll choose your FLOW Type from the available options.
Important: You cannot change the FLOW Type after you select it, so verify you’ve chosen correctly before proceeding.
FLOW Title & Usage
First, decide whether this FLOW targets Contacts or Staff—the default is Contacts, but you can change it via the Usage dropdown.
Next, enter a Title for your FLOW. Users who receive this FLOW will see this name.
Toggle Enable “Help, I’m stuck” for every Step to allow users to request help during any Step. A help button will appear in the upper right corner of their screen.
Select which Staff Members should receive help requests from the dropdown menu. You can add an internal message in the text field that Staff will see—the user will not.
Important: The default message includes Dynamic Data Placeholders (DDP) to capture the user’s message, FLOW Title, and Step number. Keep these when customizing.
Learn more about Dynamic Data Placeholders
FLOW Steps & Order
Click Add new FLOW Step to open the Step configuration menu.
When added, each Step expands automatically for configuration.
Step Label: The Step name shown only during editing—not visible to users. Use this for your own organization.
Step Title: The Step name users see when completing the FLOW.
Help Button: Enable “Help, I’m stuck” to add a help button for this specific Step, letting users message a Staff Member of your choice.
Allow this FLOW step to be skipped: When enabled, users can skip this Step. When disabled, the Step is mandatory before proceeding.
Important: Skipped Steps are marked complete, and any Automations tied to that Step will still execute.
Header: Add HTML content above the Step content.
Footer: Optionally add HTML content below the Step content.
Other fields appear based on your Step type.
To reorder Steps, hover over the drag icon at the left of each Step and drag to the new position.
Assigning No-Code Automations to FLOWs
You can set up Automations to trigger when each individual FLOW Step completes.
You can also assign Automations for when the entire FLOW finishes.
Important: The final Step displays a warning that its Automations won’t run—use the FLOW completion Automations instead.
How do I configure settings for the FLOW?
Click the Settings button in the upper right corner.
A settings modal appears with additional options.
Use the Color Picker to set the background color on either side of the FLOW, or toggle Show Full Width to stretch the FLOW across the entire screen.
By default, users are redirected to their Dashboard after completing the FLOW. You can specify a different destination using a direct link or a Dynamic Placeholder Link.
Learn about Dynamic Placeholder Links
To preview how your FLOW appears to users, click the Preview button in the upper right corner.
Note that some features may not be functional in preview mode.
How do I switch between FLOWs?
While editing, use the dropdown at the top right (labeled with the current FLOW name) to switch to a different FLOW or FLOW type.
How do I assign an On-Demand FLOW?
Important: An On-Demand FLOW must have at least one Step to be available for assignment—it won’t appear in dropdowns otherwise.
Assign On-Demand FLOWs either within the Contact or Staff record, or through the FLOW itself via Assignments.
Assigning via FLOWs
Click the Options menu and select Manage Assignments.
A modal opens where you can add or remove Contact and Staff assignments.
Select a Contact or Staff Member from the dropdown to instantly assign the On-Demand FLOW. All current assignments appear at the bottom.
To remove an assignment, click the icon next to the name. Use the search field to filter assigned users.
Assigning via CRM > Contacts
Navigate to CRM > Contacts.
Find the Contact and select Assign/Cancel FLOW from their Options menu.
A modal lets you choose one or more On-Demand FLOWs from the dropdown.
You can return to this option anytime to add more FLOWs or cancel existing ones.
To assign FLOWs to multiple Contacts at once, check the boxes next to their names. Click the Make a selection dropdown and choose Assign FLOWs.
Assigning via Staff Record
Go to Flyout > Manage Staff, click the three dots next to a Staff Member, and select Assign On-Demand FLOW.
How do I assign an On-Boarding FLOW?
Important: An On-Boarding FLOW must have at least one Step to be available for assignment.
On-Boarding FLOWs can only be assigned before a Contact or Staff Member is added to the platform.
Manually adding a Contact
Navigate to CRM > Contacts and click +Add Contact.
Learn more about Adding a Contact
In the On-Boarding FLOWs section, select a FLOW from the dropdown. When the Contact activates their account, they’ll be prompted to complete the FLOW before accessing the portal.
Manually adding a Staff Member
Go to Flyout > Manage Staff and click +Add Staff Member.
Learn more about Adding a Staff Member
In the On-Boarding FLOWs section, select a FLOW from the dropdown. The Staff Member will complete it upon first login.
Kickoff Form
Navigate to Forms and click +Create Form, then choose Kickoff Form.
Find the On-Boarding FLOW dropdown in the Form Assignments section for new Contacts.
Importing Contacts and Companies via CSV
Go to CRM > Contacts.
Click the three dots in the top navigation and select Import Contacts or Import Companies.
After uploading your CSV file, select an On-Boarding FLOW from the dropdown in the Role & Automation section.
Tip: This field appears only when you select Prospects or Clients as the Role.
This assigns the FLOW to all imported Contacts or Companies.
What does the Target See?
Important: On-Boarding FLOWs appear only when the target logs in for the first time, not during impersonation.
When an On-Demand FLOW is assigned, the target receives a Notification in their Notification Center.
Clicking the Notification starts the FLOW.
An On-Boarding FLOW appears automatically with no action needed.
The Steps list appears on the left pane, with each Step containing a task (like signing a digital pad).
Targets can click on a completed Step to redo it. Once all Steps finish, they confirm and close the FLOW.
Clicking the help button opens a panel to type a message. After clicking Send, the message goes as a Notification to the designated Staff Member(s).
All help messages are logged and viewable by the Contact.
Learn about viewing FLOW Status / Submission
How do I manage my FLOWs?
Go to OnBoarding > FLOWs in the main menu.
Click the Options menu button next to the FLOW you want to manage.
Edit: Make changes to the FLOW.
Preview: See how the FLOW appears to users.
Manage Assignments: For On-Demand FLOWs, quickly manage Contact or Staff assignments.
Status / Submissions: View progress and submissions for both On-Demand and On-Boarding FLOWs.
Duplicate: Copy the FLOW. Note that Automations are not copied.
Delete: This action cannot be undone.