Quick Checklist for Workflow Builder

This quick reference summarizes the most important workflow best practices. Use it to plan, build, and manage tasks efficiently without having to read the full guide. Perfect for a fast check before creating or reviewing workflows.

• Plan First
  • Define goal, triggers, tasks, assignments
  • Decide whether tasks are one-time or recurring 
  • Set task dependencies
• Keep It Simple
  • Limit the number of steps
  • Break complex workflows into smaller, focused workflows
• Assign Clearly
  • Specific user or generic role (Clinician, Billing, Case Manager)
  • Decide whether tasks should run sequentially or in parallel
• Set Deadlines & Reminders
  • Always configure due dates
  • Always set Reminder Days to prevent overdue tasks
• Test Before Deployment
  • Trial workflows with a sample patient
  • Verify triggers, notifications, and task logic
• Use Shortcuts
  • Prefill fields where possible
  • Combine related triggers
  • Clone workflows for similar use cases
• Optimize & Update
  • Review completion rates
  • Update for process changes
  • Archive outdated workflows
• Avoid Common Pitfalls
  • Wrong base form → rule does not trigger 
  • Wrong trigger form → duplicate tasks
  • Misconfigured recurring tasks → trigger from prior task
  • No reminders → overdue tasks
  • Manual assignment → due dates based on assignment date
  • Nightly automation → may create multiple tasks for the same record