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Flowella Flows page listing HubSpot forms and their WhatsApp Flow sync status
The Flows page shows every HubSpot form Flowella is tracking for your organisation, the WhatsApp Flow Flowella has built from each one, and whether that Flow is in sync with Meta. For how to set up the HubSpot integration in the first place, see HubSpot setup. This page covers the in-app Flows screen, not the integration setup.
The module was renamed from Forms to Flows in v2.6.31. HubSpot source objects are still called forms — the rename only affects the Flowella sidebar entry, page heading, and URL. Bookmarks to /{org}/forms continue to work: Flowella issues a permanent 308 redirect to /{org}/flows.

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How to open it

Go to Flows in the left navigation, or:
You can also open Flows scoped to a specific channel at /{org}/{waba}/{phone}/flows. The list is the same. The channel scoping is used when you sync a Flow to Meta.

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What the list shows

Each row represents one HubSpot form. Columns include:
  • Form name and a truncated HubSpot form ID with a one-click copy button.
  • Field count — how many fields the form has, with a flag if any are unsupported.
  • Last modified in HubSpot — pulled from HubSpot’s own updatedAt so you can tell when the form definition itself changed.
  • WhatsApp Flow status — synced, draft, or stale (HubSpot has changed since the last sync).
  • Drift indicator — when the HubSpot form has been edited since the last Flow was built from it, the row shows an amber HubSpot form changed since this Flow was built — sync again to pick it up label. Trigger a fresh sync to clear it.
  • Create WhatsApp Flow / Sync WhatsApp Flow — the primary action. The label switches to Sync when a Flow already exists and to Stale — Sync needed when the HubSpot form has been edited since the last sync.
The button is pre-disabled with a tooltip when it can’t run — for example: HubSpot not connected, no active WhatsApp channel, billing inactive, or the form contains unsupported field types. The tooltip explains exactly which prerequisite is missing. If your HubSpot account has no forms synced yet, Flowella bootstraps the catalog automatically on first visit, so you don’t have to trigger an initial pull. You can filter and search the list to find a specific form quickly. You can also sort it by Name, Added to Flowella, Modified in HubSpot, or Flow last synced, in ascending or descending order. The default sort is Added to Flowella, newest first. Forms without a date for the chosen sort appear at the end of the list.

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Background catalog sync

Flowella keeps the Flows list up to date automatically, so newly added or renamed HubSpot forms appear without you clicking anything:
  • When you open the page, Flowella serves the cached catalog immediately and enqueues a fresh sync in the background if the catalog is older than 5 minutes.
  • Every 20 minutes, a background sweep re-syncs the catalog for every organisation whose HubSpot integration is CONNECTED, so lists stay current even for tabs no one has opened.
  • While a background sync is running, the header shows Updating… next to the refresh icon. When it finishes, the label switches to Last synced 2 minutes ago (or the equivalent relative time). The list refreshes in place.
The previous full-width Refresh from HubSpot button has been replaced by a small refresh icon in the page header. Click it to force a sync outside the 5-minute watermark — for example, right after you finish creating a new form in HubSpot. You rarely need to.

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Form detail

Click a row to open its detail page. The detail header shows the same Create / Sync WhatsApp Flow primary action as the list row, so you don’t have to go back to make changes. From the detail page you can:
  • Review the field-by-field mapping between the HubSpot form and the WhatsApp Flow.
  • See past sync runs — when each was started, status (queued, running, succeeded, failed), and any errors Meta returned.
  • Trigger a new sync, retry a failed run, or cancel a sync that is still in progress.
  • Open the corresponding Flow in Meta Business Suite.
  • Check which version of the HubSpot form the published Flow was built from. When a Flow has been synced, the header shows Flow built from HubSpot form as of 12 Sep, 14:03. Compare it against the current Last modified in HubSpot value to decide whether you need to re-sync.

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Syncing a form to a WhatsApp Flow

When you click Create WhatsApp Flow or Sync WhatsApp Flow, Flowella:
  1. Runs a preflight check — confirms HubSpot is connected, the active channel is verified, the form has at least one supported field, and billing is active.
  2. Reads the latest form definition from HubSpot.
  3. Generates the equivalent WhatsApp Flow JSON.
  4. Uploads it to Meta on the channel you have selected (channel-scoped).
  5. Records the sync run on the detail page and stamps the Flow built from HubSpot form as of timestamp so drift can be detected on later edits.
Most syncs take a few seconds. If Meta rejects the Flow, the failure reason appears in the run row as a user-safe error message (translated from Meta Graph) — usually because of an unsupported field type, a verification problem on the channel, or a category mismatch. Retry from the same row once you’ve fixed the cause.

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Channel scope gating

Flows are org-wide in the list but channel-scoped when you sync — a Flow has to be uploaded against a specific WABA + phone number combination. If you click Sync from the org-wide URL and Flowella can’t decide which channel to use (no channels connected, multiple channels with no scope set, or a stale cross-org session), the button stays pre-disabled with a tooltip explaining what’s missing. Switch into the correct channel from the channel switcher, or open /{org}/{waba}/{phone}/flows directly.

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Sync error UX

When a sync fails, Flowella turns the run row into a single outline action button so you can fix forwards from the same row: The row also carries a user-safe error badge:
  • FLOW_SYNC_PREFLIGHT + Meta error #133010 (phone not registered) — the badge shows the stored Meta message and a phone-registration hint, not a generic “not ready”. Finish phone registration in Settings → Meta and retry.
  • QUEUE_FAILED — the sync queue couldn’t pick up the job. Usually transient; retry. If it persists, the platform status page is the next place to check (see Status & incidents).
  • Meta validation_errors — the badge summarises which fields Meta rejected, so you can adjust the HubSpot form (or the field mapping) and retry without leaving the row.
Run history is preserved across retries, so you can see how many attempts a form has taken and what changed between them.

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Flow submissions attach to the enrolled HubSpot contact

When a WhatsApp Flow is sent from a HubSpot workflow, Flowella now passes the enrolled HubSpot contact id through the Flow and includes it as hs_object_id when the submission is written back to HubSpot. This makes the submission attach to the exact contact that HubSpot enrolled — not a lookalike record — even when the phone number matches multiple contacts, and it removes the last case where the HubSpot phone lookup could fall back to the wrong record. If your organisation already has published Flows, re-sync each Flow once so the new hidden field is included in the Flow JSON uploaded to Meta:
1

Open the Flows page

Go to Flows and open any form whose WhatsApp Flow was created before this change.
2

Trigger a fresh sync

Click Sync WhatsApp Flow on the row (or the primary action on the detail page). Flowella re-uploads the Flow JSON to Meta with the hidden contact id field.
3

Repeat for each active form

Only forms sent from HubSpot workflows need this. Forms sent outside a workflow context are unaffected.
Flows created or synced after the fix already include the field, so no action is needed for new Flows.

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Question copy in rich text blocks

HubSpot lets you place a rich text element above a field group so the question text sits above the input rather than inside the field label. Flowella maps those blocks into the WhatsApp Flow alongside the inputs: The rich text appears before the inputs in the field group, so customers see the question, then answer it. Field labels are still shown in-app, so keep them short — see Form design best practices.
If you already have HubSpot forms that use rich text above field groups, re-sync them from the form detail page. Older sync runs only picked up field labels, so the rich text question copy was missing from the published Flow until you sync again.
A WhatsApp Flow screen can hold at most 50 components. On very large forms, Flowella keeps every input and drops rich text blocks from the end of the screen to stay under the ceiling — inputs are never removed, but some question copy may not appear. Split the form across screens (or into two forms) if you need every piece of copy to render.

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Thank-you screen formatting

The same HTML → Flow component mapping now applies to the thank-you copy on a HubSpot form. Headings, bold text, non-breaking spaces, and bullet lists survive the sync instead of being stripped to plain text, and the Done footer is preserved. Each bullet renders as a single line, so pretty-printed HubSpot markup (a <p> nested inside each <li>) no longer produces orphan bullet rows on WhatsApp. Headings over 80 characters still fall back to body text, the same as elsewhere in the Flow.
If a form was synced before this change, its Flow still carries the plain-text thank-you copy. Open the form detail page and re-sync to pick up the new formatting.

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Sample data

If you have no HubSpot connection yet, the Flows page renders with illustrative rows behind a “Sample data” callout. Connect HubSpot to switch to your real forms.
HubSpot forms with unsupported field types (file upload, signature) cannot be synced as-is. Adjust the form in HubSpot or skip those fields in the WhatsApp Flow.
A form can sync perfectly and still read badly on a phone. Long field labels are shortened on screen, most noticeably on iPhone, and the wrong question type makes it worse. See Form design best practices before you build a form.

HubSpot setup

Connect the portal Flowella reads forms from.

Form design

Build HubSpot forms that render cleanly on every device.

Workflow actions

Trigger Flows from a HubSpot workflow.

Workflow guides

End-to-end recipes that combine forms, templates, and workflows.

HubSpot sync failures

Diagnose form sync issues and missing submissions.

Multi-channel

Flows are synced per channel — understand the scoping.

Data security

How form submissions are encrypted in transit and at rest.
Last modified on September 14, 2026