Explore AskFlow's flow editor – Asksuite - (en-us)

The AskFlow, a new product by Asksuite, is designed to optimize time-consuming processes that could easily be automated.

In this article, you'll learn how each flow block works and how to edit or create new flows based on your subscription plan.

Topics Covered:

What is the purpose of each flow block?
How to create a new flow in AskFlow?
How to edit a standard AskFlow flow?
How to activate or deactivate a flow?
How to duplicate a flow?

Happy reading! 🤓

What is the purpose of each flow block?

Initial Condition Block (Green)

The "Initial Condition" block, marked in green, defines who should or should not go through a specific flow. You can configure the start of the flow by segmenting it based on any information or combination of information available via integration (Asksuite, PMS, Google Sheets, etc.).

To open the condition settings, click on the block.

In the “field” options, all contact (traveler) information accessible through AskFlow integrations is listed, such as: name, email, phone number, quote date (via Asksuite), reservation status (via PMS), check-in date (via PMS), etc.

You must also define whether the field value to be considered in the condition should be the “current” value, i.e., the most recent data available for the contact, or the “previous” value.

For example:
A contact made a quote request on 07/12, another on 07/14, and another on 07/16.
If the starting condition field is the quote date, the current value would be “07/16,” and the previous value would be “07/14.”

The conditions can be independent, such as checking if the field is filled or if it has been altered, or combined, such as greater than, less than, equal to, different from another value for comparison.

There is also a specific condition that filters for contacts who have never gone through that flow or who passed through it more than X time ago (limited to up to 2 weeks).

There is no limit to adding conditions to the initial block. Simply click on “Add condition.” However, it is essential to carefully review the configuration to ensure that no condition conflicts with another, as they operate in a combined manner—meaning all conditions must be met simultaneously for the contact to enter and proceed with the flow.

Condition Block (Pink)

You can add condition blocks throughout the flow to guide AskFlow’s next step based on any information or combination of information available through active integrations (e.g., Asksuite, PMS, Google Sheets, etc.).

Add conditional criteria so that the flow follows one path if the criteria are met (true) and another if not (false). Select the field you want to validate from the list of information available via system integrations, the condition, and its respective value (when applicable).

You can also add more conditions to a single block by clicking on "Add condition."

It’s important to note that combinations configured in a single block are of the "AND" type, meaning all conditions need to be met simultaneously for the criteria to be considered satisfied.

You can also edit the block’s name to easily identify the condition being verified by that block.

Independent Condition Block (Light Pink)

Unlike the condition block, the “independent condition” type does not offer multiple paths to follow. It integrates into the flow without requiring a previous step—it acts as a verification that remains active during the entire execution of a flow. If at any time the contact meets the independent condition criteria, they follow a specific path.

Execute Action Block (Purple)

The action block is where the “magic” happens. This is where you configure the available actions from each system integration, such as sending WhatsApp messages via Asksuite or SMS via providers like Twilio or Zenvia.

To configure the block, the first step is to choose the integration to be used, such as Asksuite or Twilio. Then, select the connection added in the integration that you want to link. For Asksuite integration, the connection would represent the WhatsApp number you wish to use to send the message. Next, select the action.

After selecting the type of action, additional fields may appear for configuration. For example, for the "Send active message" type (sending an active message via WhatsApp), you must: (1) select the template, (2) choose the field (any available contact information) or fixed value (manually entered by you) to replace the template variables (when applicable), (3) add the tag to the conversation when AskFlow executes the action, and finally, (4) define the AI behavior—whether it should be enabled, disabled, or maintain its current status to respond to travelers who reply to AskFlow’s message.

Wait Period Block (Teal)

You can add the "Wait Period" block to configure time settings within the flow. Here you define when AskFlow should proceed to the next step.

First, choose the “Reference Date,” i.e., the date AskFlow will use as a basis for analysis. There are several options, such as the current execution moment (the moment the contact reaches this step), or dates provided by the integrations, such as the date a quote link was opened (via Asksuite), check-in and check-out dates (via PMS), etc.

If you wish to configure a deadline for moving to the next step, enable the "Determined Additional Time" option and then select the “Time Action,” which can be to increase or decrease the date.

“Increase” considers future dates. For example, if the reference moment is "Current execution moment" and you select "Increase date" by 2 days, it will take two days for the contact to move to the next flow step.

“Decrease” follows the opposite logic, considering past dates. For example, when there are X days left before the reference date, the contact moves to the next flow step.

See the example below that simulates the configuration of the "Wait Period" block to ensure that a message with instructions about the guest's stay is sent only 3 days before check-in.

Another available functionality is the ability to schedule a fixed time for a message to be sent. In this case, every time the flow execution reaches this block, it will check whether the configured fixed time has already occurred on that day or not.

To configure, enable the "Fixed Time" option and select the hour and minute below when the next action should be executed.

If the verification occurs before the configured time, the flow will wait until the desired time on that day to proceed to the next step. If the time has already passed, it will execute the action on the following day.

Finally, it is possible to configure the contact to proceed to the next block only when they are within or outside a specific time range. To do this, you must first create your company's time range and then adjust the flow accordingly.

In the block, enable the "Custom Time Range" option and select the desired setting, either waiting until the next time within or outside the range. Lastly, choose the time range to be used as a reference.

All time configuration options can be combined or used separately. Evaluate the needs of your flow and configure accordingly.

Finish Workflow Block (Dark Red)

Like the independent condition, the "Finish Workflow" block operates independently—it doesn’t require a previous step and acts as a verification that remains active during the entire flow execution.

If at any time the contact meets the criteria of this block, the flow ends immediately.

An example of this block is constantly checking for completed reservations during a follow-up flow, ensuring that contacts who have already booked do not receive unnecessary messages from AskFlow.

End Block (Red)

The “End” block simply indicates the flow's conclusion. It does not allow adding conditions, nor can it be removed or connected to subsequent steps.

How to create a new flow in AskFlow?

To create new flows in AskFlow, you must have subscribed to the Scale Up or Enterprise plan. If you are on the Basic or Pro plan, you can request this directly from Asksuite Support via email at support@asksuite.com. For an additional fee outlined in your contract, our team will create the flow for you. 😉

Here’s how to create a new flow:

Go to the “Flows” menu.
Click on “Add Flow.”
Give your flow a name.
Click on “Create Flow.”
Start configuring with the Initial Block.
Add new blocks as needed by dragging them from the right sidebar into the editing field.
To delete a block, click on it, select “Remove Block,” and confirm the action.
Connect the blocks by dragging the node from one block to the next.
Once all blocks are completed and connected to the End Block, activate the flow in the designated area and confirm the action. Note: The flow will only be effectively activated after clicking on Save, as described in the next step.
Finally, click on “Save” to finalize the flow’s editing and activation. Your flow is now live, and you can monitor its execution through the Flowboard.

Important: Before creating a new flow, verify that all necessary integrations are completed.

How to edit a standard AskFlow flow?

Yes, you have the autonomy to make changes to AskFlow’s default flows, such as modifying the time for an action to be triggered, changing tags, or editing the message AskFlow sends.

Note: If you have the Scale Up or Enterprise plan, in addition to the changes mentioned here, you can add or delete blocks and modify any conditions. Be sure to review the explanation of each block type to ensure your flow functions correctly! 😉

Here’s how:

Go to the “Flows” menu.
Locate the flow you want to edit, click on the three dots, and select “Edit Flow.”
Navigate to the block where you want to make changes and update the fields that are available for editing.
a. To edit the message sent by AskFlow in the flow, create a new template first. Once it is approved, locate the action block (purple), click to open its settings, and in the “Template” field, select the new template.

b. To change the tag, find the “Tag” field in the action block (purple) and select the new tag from the list.

c. To update the AI behavior after AskFlow sends a message, find the “Stop Bot” field in the action block (purple) and select the desired option.

d. To adjust the wait time before a flow step is executed, such as sending a sales follow-up after an abandoned cart, go to the “Wait Period” block (teal) and modify the time (days, hours, or minutes).
Click on “Save.”

That’s it! The changes you made will now be applied as contacts pass through those blocks in the flow.

How to activate or deactivate a flow?

Here’s how to activate or deactivate a flow in AskFlow:

Go to the “Flows” menu.
Locate the flow you want to activate or deactivate, click on the three dots, and select “Edit Flow.”
Toggle the flow's activation in the designated area and confirm the action. Note: The flow will only be activated or deactivated after clicking on Save, as described in the next step.
Click on “Save.”

How to duplicate a flow?

Designed especially for companies with multiple units connected, this functionality streamlines the process of creating the same flow for each one.

Instead of building the flow from scratch multiple times, duplication keeps the flow structure intact, replicating all blocks, sequences, and conditions from the "parent" flow into a new "copy" flow.

Important: Remember to update the data for each unit. If identical flows are left active, your contacts may be impacted multiple times.

Here’s how to duplicate a flow in your AskFlow account:

Go to the “Flows” menu.
Locate the flow you want to copy and click on the three dots.
Select “Duplicate Flow.”
Confirm the action by clicking on “Duplicate Flow.”
Locate the “- Copy” flow. It will be inactive by default.
Click on the three dots and select “Edit Flow.”
Make the necessary changes to the flow.
Don’t forget to rename the flow for easy identification next time.
If the flow is ready to be activated, mark it as “Active.” Otherwise, leave this step for later.
Click on “Save” to save all changes.