Workflows

Workflows are the foundation of your KYC process. They define what information you collect from customers and in what order.

Understanding Workflows

A workflow consists of:

• Groups: Containers that organize related form fields
• Elements: Individual form fields (text inputs, file uploads, etc.)
• Configuration: Settings for validation, conditional logic, and display

Creating a Workflow

Step 1: Access the Workflow Builder

1. Navigate to Configuration → Workflows
2. Click New Workflow or Create Workflow

Step 2: Add Groups

Groups help organize your form into logical sections:

1. Drag a group from the left panel onto the canvas

2. Common groups include:

   • Personal Information
   • Address Information
   • Identity Verification
   • Business Information
   • Documents

3. Configure the group:

   • Group name
   • Description (shown to users)
   • Display order

Step 3: Add Elements

Elements are the actual form fields customers fill out:

1. Drag an element from the left panel into a group

2. Available element types:

   • Text Input: Single-line text fields
   • Textarea: Multi-line text fields
   • Email: Email address with validation
   • Phone: Phone number with format validation
   • Number: Numeric input with min/max
   • Date: Date picker
   • Select: Dropdown menu
   • Checkbox: Single or multiple checkboxes
   • Radio: Radio button groups
   • File Upload: Document/image upload
   • ID Verification: Special ID document upload with verification
   • Residence Verification: Proof of address upload

3. Configure each element:

   • Label: Field name shown to users
   • Placeholder: Hint text inside the field
   • Help Text: Additional instructions below the field
   • Required: Whether the field must be filled
   • Validation: Format rules, min/max values
   • Default Value: Pre-filled value (optional)

Step 4: Organize Your Workflow

• Reorder items: Drag groups/elements up or down
• Move elements: Drag elements between groups
• Delete items: Click the delete icon (trash can)

Step 5: Save Your Workflow

1. Click Save in the top right
2. Enter:
   • Workflow Name: Internal name for your reference
   • Description: Brief description of the workflow’s purpose
3. Click Save Workflow

Editing Workflows

Edit an Existing Workflow

1. Navigate to Configuration → Workflows
2. Find your workflow in the list
3. Click Edit or the workflow name
4. Make your changes
5. Click Save

Duplicate a Workflow

1. Find the workflow you want to duplicate
2. Click the action menu (three dots)
3. Select Duplicate
4. Edit the duplicated workflow as needed

Delete a Workflow

1. Find the workflow you want to delete
2. Click the action menu
3. Select Delete
4. Confirm the deletion

Note: You cannot delete workflows that have active submissions.

Workflow Best Practices

1. Keep It Simple

• Don’t ask for more information than necessary
• Group related fields together
• Use clear, concise labels

2. Use Conditional Logic

• Show/hide fields based on previous answers
• Example: Show “Company Name” only if “Business Type” is “Company”

3. Provide Clear Instructions

• Use help text to guide users
• Add placeholders to show expected format
• Mark required fields clearly

4. Test Your Workflow

• Send a test invitation to yourself
• Complete the form as a customer would
• Verify all validations work correctly

5. Organize Logically

• Start with basic information
• Progress to more detailed questions
• End with document uploads

Workflow Templates

Smart KYC provides pre-built workflow templates:

• Basic KYC: Simple personal information collection
• Business KYC: For business customer verification
• Enhanced Due Diligence: Comprehensive verification with additional checks
• Identity Verification: Focused on ID document verification

You can:

• Use a template as-is
• Customize a template to your needs
• Use templates as a starting point

Advanced Features

Conditional Fields

Show or hide fields based on other field values:

1. Select the element you want to make conditional
2. In the right panel, find Conditional Logic
3. Set conditions:
   • Show when: Field X equals value Y
   • Hide when: Field X equals value Y

Field Dependencies

Link fields together:

• Cascading dropdowns: Second dropdown options depend on first dropdown selection
• Auto-fill: Automatically populate fields based on other field values

Custom Validation

Add custom validation rules:

• Regex patterns: For specific formats (e.g., passport numbers)
• Custom functions: Advanced validation logic
• Cross-field validation: Validate based on multiple fields

Workflow Status

Workflows can have different statuses:

• Draft: Not yet published, can be edited freely
• Active: Published and accepting submissions
• Archived: No longer accepting new submissions

Related Topics

• Elements - Learn about individual form fields
• Groups - Organize fields into sections
• Branding - Customize workflow appearance