Chatbot Flow Builder Guide

This guide explains how to use the WhatsApp Chatbot Flow Builder to design and manage automated WhatsApp conversation flows without coding. It enables organizations to handle common student queries efficiently by collecting required details, validating responses, and guiding conversations through predefined steps.

🌐 Overview​

The Chatbot Flow Builder provides a visual interface for creating intelligent WhatsApp automation. It empowers support teams to:

• Build structured chatbot conversations visually without programming knowledge
• Collect user inputs like email IDs, mock numbers, or issue details systematically
• Validate responses before moving to the next conversation step
• Reduce manual intervention for repetitive and common queries
• Create consistent user experiences across all automated interactions
• Guide conversations through predefined logical paths

🧭 Chatbot Layout​

The Chatbot Flow Builder screen is divided into three main sections:

1. Sidebar Navigation
2. Chatbot Flows Management Panel
3. Flow Builder Canvas Interface

📂 Sidebar Navigation​

The left sidebar provides access to WhatsApp-related modules:

• Dashboard
• Templates
• Broadcasts
• Support Chat
• No-Reply Chat
• Tickets
• Queries
• Tags List
• Settings
• Chatbot

Use this navigation to quickly switch between WhatsApp modules.

📋 Chatbot Flows List View​

The main Chatbot listing screen displays all configured flows in a comprehensive tabular format:

Flow Information Columns​

Available Actions​

From the action menu (three-dot icon), you can perform:

• View – Open the flow in read-only mode for review
• Edit – Modify the chatbot flow configuration
• Delete – Permanently remove the chatbot flow
• Duplicate – Create a copy for modification (if available)

➕ Creating a New Chatbot Flow​

Steps to Create a Flow​

1. Click the + Create button on the top-right corner
2. Enter flow details including name and description
3. Configure initial settings and parameters
4. Click Create to access the Flow Builder canvas
5. Design your conversation flow using nodes
6. Save the completed flow

You will be redirected to the Chatbot Flow Builder canvas for visual design.

🎨 Chatbot Flow Builder Overview​

The Flow Builder provides an intuitive visual canvas for designing conversation flows:

Key Interface Elements​

• Canvas Area – Interactive workspace to design chatbot flows
• Node Palette – Available building blocks for conversations
• Connection Tools – Define conversation flow paths
• Properties Panel – Configure selected node details
• Save Button – Preserve chatbot flow configuration
• Preview Mode – Test flow behavior before deployment

🧩 Node Types & Components​

Available Node Categories​

The Flow Builder offers several types of nodes to create comprehensive conversation flows:

🚀 Start Node​

• Entry point of every chatbot flow
• Required component - every flow must begin with a Start node
• Single instance - only one Start node allowed per flow
• Initialization - sets up initial conversation context

❓ Question Node​

Purpose: Ask questions and collect input from users for conversation progression.

Configuration Options​

• Node Label – Internal identifier for maintenance and reference
• Question Text – Message displayed to the user
• Input Type – Text, number, email, or custom format
• Validation Rules – Define acceptable response criteria

Example Usage​

"Please provide your email ID and mock test number to help us assist you better."

This node captures user responses for validation or use in subsequent conversation steps.

✅ Response Validator Node​

Purpose: Validate user input against defined criteria before proceeding.

Validation Types​

• Required field verification – ensures essential information is provided
• Format validation – checks email format, phone numbers, etc.
• Length constraints – minimum/maximum character requirements
• Custom rules – based on specific organizational needs

Flow Control​

• Success path – continues to next step when validation passes
• Failure path – prompts user again for correct input
• Error messages – customizable feedback for validation failures

⚡ Action Node​

Purpose: Perform specific operations during the conversation flow.

Available Actions​

• API calls – integrate with external systems
• Data processing – manipulate collected information
• Database updates – store user responses
• Trigger external services – notify other systems
• Generate responses – create dynamic messages

🔗 Connecting Nodes & Flow Logic​

Connection Mechanics​

• Directional connectors define conversation flow sequence
• Conditional paths based on user responses or validation results
• Multiple outputs from decision nodes for different scenarios
• Loop structures for iterative questioning when needed

Flow Design Principles​

• Linear progression for simple information collection
• Branching logic for complex decision trees
• Error handling paths for validation failures
• Exit points for conversation completion

⚙️ Editing Node Configuration​

Node Modification Process​

1. Click on any node in the canvas to select it
2. The Node Properties panel opens automatically
3. Update required fields such as labels or question text
4. Configure validation rules or action parameters
5. Preview changes in real-time
6. Save modifications to apply updates

Configuration Best Practices​

• Use descriptive labels for easy flow maintenance
• Write clear, concise questions that users can easily understand
• Configure appropriate validation rules for data quality
• Test all paths including error scenarios

💾 Saving & Managing Flows​

Save Operations​

• Auto-save functionality preserves work during editing
• Manual save using the Save button for final confirmation
• Version control maintains flow history for rollback if needed

🧪 Step-by-Step Flow Creation Workflow​

📝 Designing a Support Flow​

1. Open Chatbot module and click Create
2. Add Start node as the conversation entry point
3. Add Question nodes to collect required information
4. Insert Validator nodes to ensure data quality
5. Configure Action nodes for processing or routing
6. Connect all nodes with appropriate flow logic
7. Test the flow using preview functionality
8. Save the completed flow for deployment

🔄 Flow Testing Process​

1. Use Preview mode to simulate user interactions
2. Test all conversation paths including error scenarios
3. Verify validation rules work as expected
4. Check action node functionality and integrations
5. Validate end-to-end experience before going live

✅ Best Practices​

Conversation Design​

• Keep questions short and clear to improve user comprehension
• Validate critical inputs like email IDs or identification numbers
• Use meaningful node labels for easy maintenance and troubleshooting
• Test flows thoroughly before enabling for live users

Flow Architecture​

• Design logical conversation paths that feel natural to users
• Implement proper error handling for all possible user responses
• Provide helpful feedback when validation fails
• Consider user context and conversation history

Maintenance Guidelines​

• Regular flow reviews to ensure continued relevance
• Performance monitoring of conversation completion rates
• User feedback integration for continuous improvement
• Documentation updates as flows evolve

💡 Use Case Examples​

📧 Student Support Flow​

1. Welcome message and initial query classification
2. Ask for student email ID and mock test number
3. Validate input format and length requirements
4. Route query to appropriate support team or auto-resolution
5. Collect additional details if needed for complex issues
6. Provide confirmation and next steps to user

🎯 Benefits Achieved​

• Reduced manual follow-ups by collecting complete details upfront
• Faster query resolution through automated routing
• Consistent information collection across all interactions
• Improved user experience with guided conversation flow

📊 Flow Performance & Analytics​

Success Metrics​

• Completion rates for entire conversation flows
• Drop-off points where users abandon conversations
• Validation success rates for data quality assessment
• Response time improvements compared to manual handling

Optimization Opportunities​

• Identify common failure points for flow improvement
• Analyze user behavior patterns for better design
• Monitor conversation effectiveness and user satisfaction
• Adjust flows based on performance data

❓ Frequently Asked Questions (FAQ)​

📌 Summary​

The Chatbot Flow Builder empowers support teams to:

• Automate WhatsApp conversations efficiently using visual design tools
• Collect structured information from users through guided interactions
• Validate data quality before processing or routing queries
• Reduce manual workload for repetitive and common support scenarios
• Provide consistent user experiences across all automated touchpoints
• Scale support operations without proportionally increasing staff

By using structured nodes, intelligent validations, and logical flow design, organizations can ensure faster query resolution, improved user satisfaction, and more efficient support operations.