Building Automation Flows
Automation flows let you define what happens after a form is submitted — send a confirmation, notify your team, or schedule a follow-up — without any manual steps.What automation flows are
An automation flow is a set of instructions that Soli Forms executes automatically when a specific event occurs. The most common event is a form submission — when a prospective client fills out a Contact Us form, an Appointment Request, or a New Client Intake form on your website. Instead of manually checking your inbox and sending a reply, you can create a flow that handles the response for you.
Flows are managed in the Builder > Flows section of the Soli Forms application. Each flow consists of a trigger (what starts the flow) and one or more actions (what the flow does). You can create multiple flows for different forms and different scenarios.
Creating your first flow
Navigate to Builder > Flows and select Create Flow. You will be asked to name the flow (for example, "New Contact Follow-Up") and choose a trigger. After selecting the trigger, you add actions in the order you want them to execute.
Step 1: Name your flow and add a short description so you can identify it later.
Step 2: Select a trigger. Currently, the primary trigger is Form Submission — the flow runs each time a visitor submits the form you choose.
Step 3: Add one or more actions. For example, add a "Send Confirmation Email" action followed by a "Notify Team" action.
Step 4: Configure each action with the appropriate content — the email subject and body, the notification recipient, or the delay period for a reminder.
Step 5: Publish the flow. It will begin executing on the next matching submission.
Available triggers
The primary trigger in Soli Forms is Form Submission. When you select this trigger, you choose which form (or forms) should activate the flow. For example, you might create one flow for your "Contact Us — Detailed" form and a different flow for your "New Client Intake (Full)" form, because the follow-up for each is different.
You can also filter by submission data. For example, if your Contact Us form includes a "Reason for reaching out" field, you could create a flow that only fires when the selected reason is "I am interested in becoming a new client" — and a separate flow for billing inquiries.
Available actions
Each flow can include one or more of the following actions:
Confirmation email. Sends an email to the person who submitted the form, confirming that their submission was received. You customize the subject line, body text, and tone. This is the most common first action — it reassures prospects that their inquiry did not disappear into a void.
Follow-up reminder. Schedules a reminder that appears in your inbox after a specified delay (for example, 24 hours or 3 business days). This keeps prospects from falling through the cracks — if you have not responded to a contact form within your chosen window, the reminder brings it back to your attention.
Team notification. Sends an in-app notification or email to a specific team member or group. Useful in group practices where a front-desk coordinator handles initial responses, or when a referral form needs to reach a specific clinician.
Publishing and pausing flows
A flow only executes when it is in the Published state. You can pause a flow at any time without deleting it — paused flows retain all their configuration but stop executing on new submissions. This is useful when you want to temporarily disable a follow-up (for example, during a vacation) and reactivate it when you return.
To publish or pause a flow, open it in Builder > Flows and use the status toggle. You can also edit a published flow — changes take effect on the next submission after you save.
Common flow templates
Here are a few flow configurations that work well for therapy practices:
New prospect follow-up. Trigger: Contact Us form submitted. Actions: (1) Send confirmation email thanking the prospect for reaching out and letting them know you will respond within one business day. (2) Set a 24-hour follow-up reminder so you do not forget to reply.
Intake packet received.Trigger: New Client Intake (Full) form submitted. Actions: (1) Send confirmation email confirming that all intake documents have been received. (2) Notify the assigned clinician that their new client's paperwork is ready for review.
Referral routing. Trigger: Referral Form (Professional) submitted. Actions: (1) Send confirmation email to the referring provider. (2) Notify the practice owner or intake coordinator. (3) Set a 48-hour reminder to follow up with the referred client.
Waitlist acknowledgment. Trigger: Waitlist Request form submitted. Actions: (1) Send confirmation email letting the prospect know they have been added to the waitlist and will be contacted when a spot opens.
Best practices for prospect follow-up
Research consistently shows that response speed matters when a prospective client reaches out. A same-day response significantly increases the likelihood that the prospect will schedule an intake appointment. Automation flows help you achieve this even when you are in back-to-back sessions.
Set your confirmation email to go out immediately — this is the automated acknowledgment that lets the prospect know their form was received. Then use a follow-up reminder at the 24-hour mark to ensure you personally respond within one business day. The combination of an instant automated acknowledgment and a timely personal follow-up creates a professional experience without requiring you to be at your computer all day.
You can track how prospects move through your pipeline in the Inbox > Prospects view, which organizes submissions by status so you can see who needs a response, who has been contacted, and who has been onboarded.