CUSTOM WORKFLOWS
Make every outcome
a next step.
Custom Workflows builds on ID Link with actions that respond to customer submissions, verification results and review decisions. Request more information, bring in your team or move an application to the next stage—all according to the process you define.
No coding or website integration required.
01 / THE BUILDING BLOCKS
Five parts.
Any journey.
Every workflow is made from the same pieces. Combine them to match the way your business already makes decisions.
ID Link submitted
A workflow starts when your customer submits an ID Link. Choose the information, documents and checks it collects, and how long the link stays valid.
Verification results
Identity verification, address verification through a follow-up ID Link and AML screening where required. Each check reports its own result.
Branches
Decide what happens when a check succeeds, fails or is flagged. Each outcome follows its own path.
Next steps
Send another ID Link, create a review task for a team, notify your colleagues or request final approval.
Final outcome
A reviewer approves or rejects the application. Verification results and the final decision are always shown separately.
02 / HOW IT WORKS
From first link
to final decision.
Build the journey once. Every new application follows it.
- 01
Start with an ID Link.
Choose the information, documents and identity checks you need. Submitting the link starts the workflow.
- 02
Branch on the result.
Verification finishing is a separate event from the customer submitting. Set what happens when it succeeds and when it fails.
- 03
Follow up on the same application.
Send an address ID Link or request more evidence. Follow-up links, documents and decisions stay on one application.
- 04
Bring in your reviewers.
Assign review tasks to a team. Reviewers inspect the evidence, record a decision and move the application forward.
- 05
Validate and publish.
Check the workflow before it goes live, then publish a new version without disrupting applications already in progress.
03 / BRANCHING
Custom Workflows
Different outcomes.
Different paths.
Each verification result opens its own branch. Choose the action, who it is assigned to and what happens after review.
- 01
When verification succeeds
Move the application on. Send an address ID Link, run the next check and request final approval once everything is verified.
- 02
When verification fails or is flagged
Create a review task for the right team. A failed check doesn’t automatically reject the application: your reviewers decide.
- 03
When a reviewer needs more
Request more evidence with a follow-up ID Link, then return to the same application for a final decision.
04 / APPLICATIONS
Track every application
See where every
application stands.
Applications are grouped by stage—Pending, Verified or Failed, Needs review and Approved or Rejected—so your team always knows what needs attention next.
- 01
Stages at a glance
See how many applications are waiting for data, flagged for manual review or verified and awaiting a decision.
- 02
Filter and search
Filter by status or risk level and search by name or application ID.
- 03
Every detail in one place
Open an application to see check results, review flags, the assigned reviewer and notes on what still needs a decision.
- 04
Export when you need it
Export applications for reporting and record keeping.
05 / CHANGE WITH CONFIDENCE
Built to change
safely.
Validate before you publish.
HeliumID checks that required fields are complete, success and failure branches are connected, expiring links have a notification action, there are no uncontrolled loops and every path reaches a final outcome.
Draft, then publish a version.
Edit a draft while the current version keeps running. When you publish, new applications use the new version and active applications keep the version they started with.
Keep the full journey in view.
See the current stage, individual check results, follow-up requests and the final decision together. An activity history shows what happened along the way.
06 / REAL-WORLD USE CASES
Built for the way
you verify.
Examples of journeys teams build with Custom Workflows. Each customer follows the path defined by their results and your workflow rules.
Retail account opening
ID Link with an identity document and selfie → if verified, an address ID Link → AML screening where required → final approval. Failed or flagged checks go to a compliance review task.
Financial servicesClient onboarding before a transaction
Verify a client before a property transaction or new engagement → if a check is flagged, request supporting documents with a follow-up link → partner sign-off before the matter opens.
Legal servicesTenant and buyer checks
Request identity and supporting documents from prospective tenants, buyers or landlords → route anything incomplete back to the applicant → the agent records the decision.
Property businessesCandidate verification
Verify a candidate’s identity → request any additional information your hiring process needs → the hiring team reviews the evidence and approves the next stage.
Recruitment07 / FAQ
Custom Workflows
questions.
01What is the difference between ID Link and Custom Workflows?
ID Link lets you create and share a verification request. Custom Workflows adds conditions, branches and follow-up actions around those requests, so you can manage a process with multiple steps.
02Do I need developers to build a workflow?
No. Workflows are configured in your HeliumID dashboard, and HeliumID hosts the verification experience your customers see.
03Does a failed check reject the application automatically?
No. A failed check can create a review task for your team. Your workflow defines the remaining steps, and a reviewer records the final decision.
04What happens to applications in progress when I change a workflow?
They keep the version they started with. New applications use the new version once it is published.
05Do follow-up requests create a new application?
No. Follow-up ID Links, documents and decisions stay connected to the same application, so the full journey is in one place.
06Does a successful identity check mean the application is approved?
A successful check can move an application to the next stage. Your workflow defines the remaining requirements and approval steps, with verification results and the final decision shown separately.
// CUSTOM WORKFLOWS
Get started with
Custom Workflows.
Start with an ID Link, then connect the checks, follow-ups and decisions your business needs.
HLID://CUSTOM_WORKFLOWS