Creating Your First Workflow

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[Accordion] Overview

[Accordion] Getting Started

Creating a workflow in Workflow Builder involves two main steps: setting up the workflow and adding tasks to it. Follow this guide to get started.

[Note] Careful task planning ensures workflows run smoothly, providing your team with clear guidance at every step.

Start by navigating to the Workflow Builder [Utilities > Workflow Builder > Add New Workflow]

Step 1: Create a workflow based on an action taken on a form

1. Name of your workflow (required): Give your workflow a clear, descriptive name.
2. Version Description: Track changes and version history here.
3. Which form should the workflow be based on? (required): Select the form that will trigger the workflow and initiate the associated.
4. Which action on the form selected above triggers the workflow? (required): Choose the action that starts the workflow:
   • Manual Action: Triggered only when manually started
   • Nightly Automation: Runs automatically each night
   • On Creation: Triggered when a new form is created
   • On Update: Triggered when an existing form is updated
5. Rule effective dates: Set start and end dates so the workflow only runs during a specific timeframe, and stops automatically afterward.
6. Only Require One Completed Task For Workflow: Enable this option if completing any single task should automatically mark the entire workflow as complete. This is useful when only one action is needed to achieve the workflow’s outcome.
7. If the action occurs multiple times, should duplicates of all tasks be created? (required): Specify whether duplicates of all tasks should be created when the action occurs multiple times.
8. Set forms that cannot be saved/locked if there are overdue tasks: Prevent forms from being saved or locked when there are incomplete or overdue workflow tasks.
9. Configure Filters for when this workflow is relevant: Apply filters based on patient details, form information, or other criteria to ensure the workflow runs only when appropriate.

Finally, save the workflow. Click/Tap the [[img:save >> lbl: Save]] button to create the basic workflow configuration. You can now add tasks in Step 2.

Step 2: Add tasks to your workflow

Tasks define the specific actions staff must take once the workflow is triggered. Each task outlines the responsible role, the required action, the timing, and any conditions that must be met.

After creating the workflow, define the tasks to be completed. Click/Tap [[lbl: + Add task to complete]] to open the Configure Task Details window. 

1. Name the Task: Give the task a clear, descriptive name so users can easily identify it in their task list. The name should clearly communicate the task’s purpose and will appear in task lists, reminders, and reports.

   Examples:

   • Complete Initial Evaluation

   • Verify Insurance Details

2. Define the Task: Clearly identify the action that will be completed by staff or automatically triggered using Smart Flow automation. This description should explain exactly what needs to be done and when the task should occur.

   Examples:

   1. Create a task to Complete a Treatment Plan 90 days after admission.

   2. Automatically send a TXT for a satisfaction survey 3 days after an appointment.

   Action category (required): Choose the type of task you'll be creating. This selection defines the event that will complete the task.

   1. Form Action: Identify the action applied to the specified form that will satisfy and complete the task.
   2. Custom Action: A custom task that does not have a predefined Action Type or Smart Flow option.
   3. Smart Flow: Sends an automated message (e.g., SMS, Email, Portal Message, Patient Note), using a predefined message template. 

   Action type (required): Select the type of action that will complete this task. For example, creation of a form, signing of a form, updating the patient status from Active to Discharged, etc.

   Action item (required): Select the form on which the action is performed.

3. Set When the Task Becomes Due: Choose when the task should be completed by setting how its due date is calculated.
   • Choose when task is performed (required): Decide how long after a specific event the task should be due. 
   • Enter (X) value (required): Enter the number of time units.
   • Choose Duration (required): Select the units of time (e.g., Days, Hours).

   • Choose (Y) value (required): Select the event or date the due date should be calculated from (e.g., Admission date).

     Examples 

     1. On (X) Duration based on (Y): Within 2 days of the First Kept Appointment.
     2. Insurance # of days based on (Y): Due before primary insurance effective date.
   • If due date falls on a weekend: Select how the weekend due dates should be handled:
     • Leave as-is
     • Push up to the previous Friday
     • Push back to following Monday
4. Assign Responsibility: Select who should complete the task and how they should be notified.
   • Who is responsible for this task?: Search and assign a specific user or role (e.g., Clinician, Case Manager, Billing Staff).
   • How many days ahead of due date to remind responsible person?: Enter the number of days before the due date that a reminder should be displayed.
   • Will completing this task complete the entire workflow?: Select this option if finishing this task should automatically mark all other tasks in the workflow as complete/unneeded.
   • Is the task no longer applicable after discharge?: Check this if the task is no longer relevant once the patient is discharged.
5. Add Instructions: Provide clear guidance or notes for the person completing the task. These instructions will appear when the task is due, ensuring users understand exactly what is expected.
6. Advanced Settings (optional): Use these options to further control when or how the task appears.
   • Configure filters: Apply conditions so the task only appears in specific scenarios.
   • Configure recurrence: Set the task to repeat on a defined schedule, if needed.

Finally, save the task. Click/Tap [[lbl: + Add Task]] to save the task. Repeat for each additional task required in the workflow.

[Accordion] FAQs

[Q] Can I set a workflow to only be active during a specific period?

[A] Yes, you can define start and end dates so the workflow runs only during the intended timeframe.

[Q] What happens if a task isn’t completed on time?

[A] The system can send automated reminders to assigned staff. If the task remains overdue, it can notify a supervisor, depending on your workflow configuration.

[Q] Can completing a single task mark the entire workflow complete?

[A] Yes. You can enable "Only Require One Completed Task for Workflow" if completing just one task is sufficient to complete the workflow.

[Q] What if the triggering action occurs multiple times?

[A] You can configure whether duplicates of all tasks should be created each time the action occurs.

[Q] Can I prevent forms from being saved if tasks are overdue?

[A] Yes. You can set forms so they cannot be saved or locked until all open tasks are completed.

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About Workflow Builder

Adding Tasks to a Workflow