Workflow builder

Building a workflow

1. 1

   Start with the trigger

   Choose what event starts the automation, and narrow it if the trigger supports it.

2. 2

   Add an action

   Pick from the action list. The step appears on the canvas connected to what precedes it.

3. 3

   Configure the step

   Select the node to open its panel. What you see depends on the action — an email step asks for a template, a task step asks for an owner, a deal step asks which stage.

4. 4

   Add a delay where the timing matters

   Aftercare the same minute a consultation ends reads as automated; the next morning reads as care.

5. 5

   Add a condition to branch

   Test a patient, deal or appointment field and continue differently depending on the answer.

6. 6

   Save

   Then activate it from the workflows list once you have tested it.

Configuring a message step

Email and WhatsApp steps are the ones you will configure most, and they work slightly differently.

Email

Choose a template from the email template library, and set the recipient — the patient, or a member of staff.

WhatsApp

Choose a template and map each variable in it. Variables can be filled from a patient field or with fixed text, which is what stops a message reading as a form letter.

Notification

Choose the user to notify and the message they see in the app.

AI phone call

Choose the agent and what the call is for; the agent then places the call.

Webhook steps

A webhook step posts the workflow's data to an external address, which is how another system is brought into the process.

• Give the address of the receiving system
• Use it to push into accounting, a data warehouse or an automation platform
• Deliveries are queued and processed continuously, so a temporarily unavailable receiver does not lose the event

Testing before activation

1. 1

   Save the workflow inactive

   It will not fire.

2. 2

   Create a test patient with your own contact details

3. 3

   Cause the trigger

   Move the test deal, book the test appointment, submit the test form.

4. 4

   Check what arrived

   Look at Email Reports and the communication logs, and read the message as the patient would.

5. 5

   Activate

   Only once the output is right.