This article explains how Triggers, Filters, and Actions work in automated workflows to streamline administrative tasks.

A. Triggers

A trigger is the "starting gun" for an automation. It is an event that forces the system to wake up and perform a task. 

Forms: Activates when a specific form (e.g., "Sample Form Packet") is created, progressed, completed, or deleted.

Documents: Activates when a contract or consent form is sent, signed, signed by all, declined, or deleted.

Tip: A workflow can only have one trigger, but multiple actions.

B. Filters

Filters act as gatekeepers between a Trigger and an Action. A filter checks specific conditions to decide if the automation should proceed or stop.

• Logic: The workflow can be set to "only proceed if" conditions are met.
• Conditions: Filters use logic such as "If," "And," and "Or".
• Parameters: You can filter based on form data matching specific criteria: Equals, Not Equals, Contains, Between, Before, After, Signed, or Not Signed.

C. Actions

These are the tasks the system performs automatically in response to a Trigger.

• Communication:
  • Send a Text Message: Instantly sends a pre-written template (e.g., "Welcome SMS").
• Update Contact: Automatically modifies the patient profile. This can include:
  • Adding a Tag (e.g., "New patient," "Blocked").
  • Adding a Note.
  • Assigning a Task to a specific user.
  • Changing the Contact Status.

Workflow Example:

1. Trigger: The workflow begins with a trigger, which activates when the 'New Patient Intake Form (TKI)' submission is completed.

2. Filter (Condition): The next step is a The workflow will ONLY PROCEED if the patient selects "Cypress" as their preferred office location in the form.

3. Action: If the condition is met, the workflow performs the action . It sends the 'Cypress Office Location' template.