Building a Workflow

Building a Workflow

Workflows are built using a visual canvas where you add and connect nodes. Each node is either a trigger, an action, or a control step.

Creating a New Workflow

1. Go to the Workflows page
2. Click New Workflow
3. Give it a name and optional description
4. You are taken to the flow builder canvas

Step 1: Choose a Trigger

The first node on the canvas is always the trigger. Click it to configure what starts the workflow.

Manual Triggers

A manual trigger lets a team member start the workflow from a specific record type:

• Patient -- triggered from a patient record
• Appointment -- triggered from an appointment
• Task -- triggered from a task
• Recall Occurrence -- triggered from a recall

Event Triggers

Event triggers fire automatically when something happens in the system:

Event	When It Fires
Appointment booked	A new appointment is scheduled
Appointment rescheduled	An appointment time is changed
Appointment cancelled	An appointment is cancelled
Appointment completed	An appointment is marked as done
Questionnaire submitted	A patient submits a questionnaire
Lab result received	A lab result arrives from the laboratory
Message received	A patient sends a message
Prescription signed	A prescription is signed by a clinician
Invoice created	A new invoice is generated
Patient created	A new patient is registered

Event triggers can be filtered further -- for example, you can restrict an appointment trigger to specific appointment types.

Schedule Triggers

Schedule triggers run on a recurring basis using a cron-style schedule.

Step 2: Add Action Nodes

After the trigger, add one or more action nodes to define what the workflow does. Click the + button on a node to add the next step.

Available actions include sending emails, sending SMS, creating tasks, adding alerts, and updating records. See the Available Actions article for the full list.

Step 3: Add Control Nodes (Optional)

Control nodes let you add logic to your workflow:

• Wait -- pause for a configurable duration before continuing
• Branch -- split the flow based on a condition (if/else)
• Filter -- stop the workflow if a condition is not met

For example, you could add a Wait node to send a follow-up email 24 hours after an appointment, or a Branch node to send different messages depending on the appointment type.

Step 4: Save and Publish

• Click Save Draft to save your work without activating the workflow
• Click Publish to make the workflow live
• Publishing creates a versioned snapshot -- your draft is preserved separately so you can continue editing without affecting the live version

Tip: Always test your workflow with a manual trigger first before switching to an event trigger, so you can verify each step works as expected.