--- title: "Use forms and library content in Flows" description: "Learn what happens when a template reuses a form or a library item, and what you can and can't change afterwards." url: https://support.hubflo.com/en/articles/15704491-use-forms-and-library-content-in-flows collection: "Flows" updated: 2026-11-04 language: en --- # Use forms and library content in Flows Learn what happens when a template reuses a form or a library item, and what you can and can't change afterwards. A Flow template can reuse things you already have in Hubflo such as forms, links, embeds and notes in your content library. This article explains how to add them to a step, and what happens when you edit them later. ## Forms Choose **Form** on a step to pick one from your Forms. The step points to the form itself. This means: - Answers collected through a Flow show up in **Forms**, like any other submission. - You can edit the form as usual. > ![The Content tab of “Tell us about your business” shows step-type cards, with “New form” highlighted under “Ask for something.”. Visible: Tell us about your business, Help us understand your brand, your audience and your goals., Content, Assignment, What is this step?, One content per step. Pick what](https://staticfiles.gleap.io/ghelparticle/Si2S9WPzhILl3j3OYSWqGu0I22Z5RXEVXOxKtcbSWFj1K6P27JyAhvmnQO615I03IGpgX3hSpHM.gif) ### Archiving a form used in a template A form used in a template can't be archived. The **Archive** button is greyed out and tells you which templates use it. To archive the form, first pick another form in those steps. > **Tip:** **Tip**: need a different version of a form for one template? Duplicate the form in Forms first, then select the copy in your step. ## Links, embeds and notes ### Add an item from your library 1. When choosing what the step holds, hover the **Link**, **Embed** or **Note** card. 2. Click the library icon on its right (**Add from my library**). 3. Pick the item. It's added to the step. Clicking the card itself creates a new item instead. An item picked from your library isn't copied, it simply points to that item. > ![The Share something screen shows a Link option and a highlighted library icon with the tooltip “Add from my library.”. Visible: Share something, Link, A link to open., Add from my library.](https://staticfiles.gleap.io/ghelparticle/UWnCUXi3g9whONtJV6m1qiudOIagCVEL6VR0wDMxiQAly4CQCJAyclRi1jXABWkRm8HM4s5NM7i.png) > **Error:** **Important**: if you edit a shared item from the template, the change applies everywhere it's used: in your library, in your workspaces and in your other templates. To remind you, the editor shows "This item is shared in multiple locations" with the list of places. ### Create an item directly in a step Content you create directly in a step lives only in that step. To make it available in your library and in other templates, toggle on **In my library** when creating or editing it. ![A link form shows Title, URL, and Icon fields, with an arrow highlighting the “In my library” toggle below them. Visible: Title\*, URL\*, https://, Icon, -, In my library.](https://staticfiles.gleap.io/ghelparticle/HRzyWgShlxriQQJzKencVcj0HAf5LpubwVGBkwYOukwSjyerlw9hWSvtsgEZzyPGXMy9FTGJh8n.png) ## Shared files To share files with your client, click **Add files** on the step and upload them from your device. ![The Shared files section shows files shared with the participant on the step, with buttons to add new files or add files from the library. Visible: Shared files, Shared with the participant on the step., Add new files, Add from my library.](https://staticfiles.gleap.io/ghelparticle/41c3VBWLK09jnw4NHR1GUYffpmi35zs9j4JgPhjNG5HV7Os9ihNd9spClap0ajwm9Wj433pZJcU.png) **Removing files from the step doesn't delete them**. The originals stay in your library. ## Flows already started A Flow keeps its own copy of the template's content. Editing a library item or a template doesn't change Flows in progress. **Forms are the exception.** A Flow always uses the current version of the form.

When you edit…

The change applies to

Flows in progress

A form

Everywhere the form is used

Updated

A library link, embed or note

Your library, workspaces and templates

Not changed

A template

Flows you start from now on

Not changed

## Related articles - [Start and manage a Flow](https://support.hubflo.com/en/articles/15704489-start-and-manage-a-flow.md) - [What clients see when they access a Flow](https://support.hubflo.com/en/articles/15704490-what-do-clients-see-in-a-flow.md) - [Notifications and reminders in Flows](https://support.hubflo.com/en/articles/15704493-notifications-and-reminders-in-flows.md)