Workflows (Automations) — Setup & Usage
Workflows live under Setup › Others › Workflows. Inside, two top-level tabs — Automations and Sequences — sit flush against the Setup chrome. The Automations tab splits further into Smart Lists and Triggers sub-tabs.
What's inside
- Setup chrome — sits inside the Setup module sidebar (Administration, Billing, Clinical, Scheduling, Others) with Workflows highlighted under Others.
- Automations — the active top tab. Splits into Smart Lists (rule-based patient cohorts) and Triggers (the actions that run against those lists).
- Sequences — the second top tab. Targets a Plan Type instead of a Smart List; manually enroll patients into a cadence.
- Layover builder — opening any Smart List or Trigger replaces the grid with a full-screen builder flush against the sidebar (no centred modal, no backdrop).
Scope
This page documents Smart Lists (grid, layover form, KPI cards, smart-filter builder, mini patient grid), Triggers (Details + Build canvas, the five step types — Email, SMS, Task, Delay, If / then branch — analytics for Email / SMS / If-Else), Sequences (Plan Type cadence with the same canvas), and the Patient Workflow view inside the chart.
Try the live mockup
Every screenshot on this page is captured directly from a clickable HTML/CSS mockup. Open the live mockup to navigate the full flow yourself.
Open Live MockupSmart Lists
Rule-based patient cohorts that feed Triggers. Create/Detail/Edit open as a full-screen layover flush against the Setup sidebar — same chrome as the Trigger builder — with KPI cards on top, a smart-filter builder in the middle, and a mini patient grid at the bottom.
Key Features
- Smart Lists live under Setup › Others › Workflows › Automations › Smart Lists.
- Status renders as a Active / Inactive pill, matching the Triggers and Sequences grids.
- Create / Detail / Edit open as a layover view (same pattern as the Trigger builder) — not a centred modal.
- List Type: Static (manual) or Dynamic (auto-updating, default), shown as side-by-side radio cards in the layover.
- Editing a list with enrolled patients raises a "Edit Smart List" confirmation popover before changes apply.
- Lists feed Triggers — each Trigger picks one or more Smart Lists as its audience.
Grid columns. Name (hyperlink) · Status (pill) · Patients Enrolled · List Type (Dynamic / Static chip) · Created Date · Actions. Search is in the card header; pagination + refresh sit in the grid footer.
Grid columns5
NameHyperlink
Opens the Smart List layover in Detail mode — KPI cards on top, List Information block, smart-filter recap, and the matched-patient result grid.
StatusPill
Active or Inactive — same
grid-pill style used across all grids.Patients EnrolledCount
How many patients currently match the smart-filter criteria.
List TypeChip
Dynamic (auto-updating) or Static (manual). Shown as a small chip in the row.
Created DateDate
When the list was created.
Header & row actions3
+ Create Smart ListPrimary
Opens the full-screen Create Smart List layover.
CopyAction
Duplicates the row; the copy's name is appended with (copy).
DeleteDestructive
The X in the Actions column removes the smart list.
Create — full-screen layover. Header reads "← Create Smart List" with a Create List primary button on the right. Body is organised as three cards: Details (Name + Active), Smart Filters (with a "How Smart Filters Work" alert + filter groups), then a mini Preview grid with the 400 Patients Match chip in its header.
Details card2
Name*Required
Free-form text. Example: "Clinical Reminder".
ActiveToggle
Off by default. Flip on when you're ready for the list to start running.
Smart Filters card5
How Smart Filters WorkInline alert
Blue alert at the top of the card: "Contacts must match ALL rules within a group (AND), but only need to match ONE group overall (OR)."
Filter GroupAND / OR
Each group has a numbered badge, a Within Group: AND / Within Group: OR tag, an operator dropdown, and a trash icon to delete the group.
Rule rowTriple + X
Field → Operation → Value. Value control adapts to the field (date picker, text, number, multi-select). The X on the row removes the rule.
OR dividerBetween groups
Orange OR pill rendered between filter groups indicates groups are joined by OR.
Estimated matchesLive count
Sits in the card head — Estimated matches: 247. Updates as filters change.
Preview (mini grid)2
Match pillCount chip
Blue "400 Patients Match" chip in the grid card header.
ColumnsMini big-grid
Patient, Account#, Last Clinical Visit, Chart#, Practice, Provider, Location, Gender — same chrome as the Smart Lists / Triggers grids, dialed down ~15%.
Footer2
CloseSecondary
Discards changes and returns to the Smart Lists grid.
Create ListPrimary
Saves the list and returns to the grid. Same action is mirrored in the layover header bar.
Detail — same layover, more data. Header reads "← List Detail" with an Edit Smart List primary button on the right. Adds a KPI strip and a full List Information block above the Smart Filters card, and swaps the Preview chip for a Result table with a search input.
KPI strip3
Current MatchesKPI
How many patients satisfy the smart filters right now. Renders as a blue-icon KPI card matching the Trigger Performance tab.
Added This WeekKPI
Recent additions over the last 7 days. Green-icon KPI card.
Total EnrolledKPI
Total patients ever enrolled through Triggers that use this list. Cyan-icon KPI card.
List Information card4
List Name*Required
Editable inline. Helper text: "Choose a descriptive name for easy identification".
DescriptionTextarea
Optional purpose-of-list note for your team.
ActiveToggle
Right-rail toggle controls whether the list is live.
List TypeRadio cards
Two side-by-side cards: Static List (Manual) — "Manually add/remove contacts. Perfect for one-time campaigns." and Dynamic List (Auto-updating) — "Automatically updates based on criteria. Ideal for ongoing campaigns."
Smart Filters recap1
Filters + Estimated matchesEditable
Same Smart Filters card as Create — filter groups, rules, and live Estimated matches counter.
Result (mini grid)3
ColumnsMini big-grid
Name (link) · Email (link) · Phone · Age · Last Visit. All columns are sortable.
Type-to-filterSearch
Search input sits in the grid card header.
PaginationFooter
Standard Showing 1 to 5 of N + page buttons + refresh icon in the grid footer.
Edit — confirmation popover first. Clicking Edit Smart List from the Detail header opens an inline blue popover anchored top-right of the layover: "This Smart list has 42 patients enrolled. Editing the smart list may change the patients enrolled. Do you wish to continue?" with Cancel and Continue buttons. Confirming swaps the primary button to Update Smart List and unlocks the fields.
Edit confirmation popover3
TitleInline alert
Blue Edit Smart List heading with an info icon.
Body copyStatic
Explains that editing may shift the patient pool because the criteria change.
Cancel / ContinueButtons
Cancel dismisses the popover; Continue commits to entering edit mode.
Editable fields (after Continue)5
List NameText
Rename the list.
DescriptionTextarea
Update the optional purpose note.
Active toggleToggle
Flip Active/Inactive.
FiltersSmart-filter editor
Modify existing filters, add new ones, or remove rules inline. Groups still support grouped AND/OR logic.
Update Smart ListPrimary
Persists changes and returns to the Smart Lists grid; shows a confirmation alert.
Where to find it
Setup › Others › Workflows › Automations › Smart Lists.
Supported Smart Filter Conditions
Automation smart lists use the same documented smart-filter conditions as CRM Lists, with the appointment-status unenrollment rule available for workflow cohorts.
| Field | Supported Conditions | Value Type / Notes |
|---|---|---|
| Appointment Status | Equals / Not Equals | Status values such as In Progress; can also include unenrollment timing |
| Contact Owner | Equals / Not Equals | Multi-select user list |
| Provider | Equals / Not Equals | Multi-select user list |
| Age | Equals / Not Equals | Integer |
| Gender | Equals / Not Equals | String |
| DOB | Equals / Not Equals / Range / Rolling | Date and month conditions, including birthday logic |
| ICD | Equals / Not Equals | Multi-select smart search |
| CPT | Equals / Not Equals | Multi-select smart search |
| Medication | Equals / Not Equals | Multi-select |
| Patient Enter Date | Equals / Before / After | Date picker |
| Contact Enter Date | Equals / Before / After | Date picker |
| Last Activity | Equals / Not Equals / Before / After | Exact date range or rolling windows, including appointment, visit, email, and SMS activity |
| Status | Equals | Lead / Patient |
| SMS Subscription | Equals / Not Equals | Yes / No |
| Lead Source | Equals / Not Equals | String |
| Phone | Contains / Equals | Numeric value |
| Contains / Ends With | String |
Triggers
Triggers specify the actions performed on one or more Smart Lists. Create-Trigger is a two-step wizard: Details → Build. The simplified Details tab (per Figma 11635:5062) captures just Name, Smart Lists, Occurrence, and Active. The Build canvas always starts at Start of Trigger and ends at End of Trigger; selecting any node opens the Node configuration rail on the right.
Key Features
- The same builder is used to create and edit. While creating, the tabs are replaced by a 2-step wizard (Details → Build).
- Five step types can be dropped on the canvas: Send email, Send SMS, Delay, If/then branch, Create task.
- Click any step on the canvas — a Node configuration rail opens on the right. No separate pop-ups per step.
- Dashed + handles between nodes insert a new step at that exact position.
- If/then branches split into YES — condition met (green) and NO — condition not met (red); each path ends in an End of Branch marker that reconnects to End of Trigger.
Triggers grid. Manage all automation triggers in one place: review status, see linked smart lists and enrolled patients, open analytics, and create new triggers.
Grid columns5
NameHyperlink
Opens the Trigger Detail view.
StatusPill
Active Inactive Completed
StepsCount
Number of canvas steps configured.
Smart ListReference
The audience(s) feeding this trigger.
ActionAction
Open analytics or delete the trigger.
Header actions1
+ New TriggerPrimary
Opens the create-trigger wizard at Step 1 Details.
Step 1 of 2 — Details. The Details tab now matches Figma
11635:5062 — only four fields: Name, Smart Lists, Occurrence, and Active. The old Goal, Description, Business hours, and Unenrollment sections have been removed.
Details fields4
Name*Required
Free-form text. Placeholder: "e.g., New lead welcome series".
Smart Lists*Multi-select chip
Required. Multi-select chip control. Selected lists render as blue removable chips like "Diabetic Patients Over 40 ×". Lists can be added or removed inline.
OccurrenceNumber + unit
Number input + unit dropdown (Days / Weeks / Months). An info icon next to the label opens a tooltip explaining the cadence: with
2 Days, the system runs every step (Step 1 → Step 2 → Step 3) for everyone on the list today, then runs all the steps again 2 days later. New people added to the smart list get picked up on the next run.ActiveToggle
iOS-style toggle. Off by default; flip on to turn the trigger live.
Layout (per Figma)3
HeaderLayover bar
"← Create Trigger" back arrow on the left.
StepperTop of body
Numbered circles + connector: ① Details (active blue) — ② Build (inactive gray).
GridTwo columns
Row 1: Name | Smart Lists. Row 2: Occurrence | Active. Stacks to one column on narrow viewports.
Footer2
PreviousDisabled here
Disabled on the first step. Hint reads: "Step 1 of 2 · Fill in the basics, then design the flow."
NextPrimary
Validates Name + Smart Lists, then advances to Build.
Step 2 of 2 — Build. Drop in the steps your contacts will move through. Each step lives between Start of Trigger and End of Trigger.
Three panes3
Add Step rail (left)Palette
Send email, Send SMS, Delay, If/then branch, Create task. Click to drop on the canvas.
Canvas (center)Vertical flow
Always starts at Start of Trigger and ends at End of Trigger. + handles between nodes insert a new step at that position.
Node configuration (right)Settings rail
Until a node is selected, the rail shows "Select a node to configure it."
Node card states3
Step icon & labelVisual
Each card displays its step icon and label.
Not configuredStatus
Sub-label until all required fields are filled.
Info / DeleteAction
Each card exposes an info icon and an X to remove.
Footer2
PreviousAction
Returns to Details (preserves entered values).
Save TriggerPrimary
Publishes the trigger.
Send email. Sends an email to the enrolled patient when the step fires.
Node configuration4
TemplateDropdown
Pick a saved template, or use Custom (start from scratch).
Subject line*Required
The email subject contacts will see.
FromDropdown
e.g., Contact owner.
Email contentRich body
Includes Open editor and Preview buttons.
Send SMS. Sends a text message to the patient's phone number.
Node configuration2
TemplateDropdown
Picks a saved SMS template or custom.
MessageTextarea
Free-text. Supports tokens like
{{firstname}} and {{practice}}. "Reply STOP to opt out" is appended automatically.
Create task. Creates an internal follow-up task for staff.
Node configuration3
Task titleText
Placeholder: "e.g., Follow up with lead".
AssigneeDropdown
Default Owner.
PriorityDropdown
Default Medium.
Delay. Pauses the trigger before the next step runs. A yellow note in the rail reads "Contacts will wait this duration before proceeding to the next step."
Node configuration1
Wait forNumber + unit
Number plus unit (minutes / hours / days).
Configured canvas. A full trigger with Send email, Send SMS, Create task, and Delay configured in sequence between Start and End.
Canvas rules3
Inline + handlesAction
Dashed + circles between nodes insert a step at that exact position.
Node removalDestructive
The X on a node card removes that step.
PersistenceSave Trigger
Use the footer's Save Trigger to publish; Previous returns to Details without losing canvas state.
If / then branch. Evaluates a condition on a prior step and routes the flow into Yes and No branches. Each branch is sent independently.
Node configuration1
Branch onDropdown
e.g., Email opened. Inline guidance: "YES branch runs if the condition is met" and "NO branch runs if the condition is NOT met (sends each branch independently)".
Branch layout3
YES — condition metGreen
Left column. Holds steps that run when the condition is met.
NO — condition not metRed
Right column. Holds steps that run when the condition is not met.
End of BranchMarker
Each path terminates here and reconnects to the main End of Trigger.
In-branch step picker. Clicking the + inside a Yes/No branch opens an Add a step popover scoped to four step types — nested If/then branches are intentionally omitted.
Allowed in-branch steps4
Send emailStep
Send an email inside the branch path.
Send SMSStep
Send an SMS inside the branch path.
DelayStep
Pause the branch before continuing.
Create taskStep
Create an internal task inside the branch path.
No nested branches. If/then branch is intentionally omitted from the in-branch menu. Removing the conditioned step that feeds an If/then branch also removes the branch block.
Trigger Detail. KPIs across the top (SMS sent, Emails sent, Total enrolled), trigger information, and the canvas flow visualizing each step in order.
Performance statistics3
SMS sentKPI
Total SMS dispatched by this trigger.
Emails sentKPI
Total emails dispatched by this trigger.
Total enrolledKPI
Patients currently enrolled in this trigger.
What you can do here3
Trigger informationSummary
Name, attached smart lists, occurrence, and active toggle.
Edit accessAction
Edit the trigger name, add/remove smart lists, and modify steps directly in the canvas.
Canvas branchingYes/No
Visual flow of steps with Yes/No paths for If/then branch conditions.
Edit Trigger. Update settings, smart lists, occurrence, and active status; adjust the step sequence in the canvas. An alert appears after saving.
Editable fields5
Trigger NameText
Rename or correct the trigger label.
Smart ListsMulti-select
Add, remove, or replace patient smart lists.
Active toggleToggle
Enable or disable the trigger.
Canvas StepsCanvas
Rearrange, add, or delete steps (Email, SMS, Task, Wait, If/Else).
Update alertConfirmation
Alert appears after editing to confirm the changes.
Email analytics. Per-step performance for any Send email node in the trigger.
What you see3
KPI cardsMetrics
Delivered/Sent, Open / Click / Bounce, with a period selector.
Performance chartsTime series
Opens / clicks / bounces over time.
BreakdownsSegments
Geography, device/platform, clients, timelines.
SMS analytics. Per-step performance for any Send SMS node in the trigger.
What you see3
KPI cardsMetrics
Delivery / Open, with a period selector.
Performance chartsTime series
Delivery and opens/reads over time.
BreakdownsSegments
Geography, carriers, timelines.
If/Else analytics. Shows how patients split across the YES and NO decision paths for this conditional branch step.
Branch split3
ConditionRule
The branch-on condition driving the split (e.g., Email opened).
YES pathMet
Patient count and downstream engagement for the YES branch.
NO pathNot met
Patient count and downstream engagement for the NO branch.
Where to find it
Setup › Others › Workflows › Automations › Triggers.
Patient Workflow
This screen appears inside the patient chart (Patients -> Messages -> Workflows). It uses the Auto Search Grid pattern to show which workflows the patient is enrolled in and lets you add them to new workflows.
Description
The grid lists all workflows this patient is enrolled in. Users can search, sort, and enroll the patient into additional workflows via the Add to Workflows button (opens a selection modal).
Spec
- Columns: Workflow (link), Status pill, Type (Workflow/Sequence), Total Steps, Current Step.
- Search: top-right search filters the enrolled workflows list.
- Status Pills: Active / Inactive / Completed.
- Pagination: standard footer paginator with page shortcuts and refresh.
Add to Workflows (Modal)
- Open: Click on buttonAdd to Workflows.
- Search: live-filters the available workflows in the list.
- Select + Add: pick a workflow in the list, then press Add to enroll the patient.
- Close: "X" (top-right) or outside click dismisses the modal without changes.
Sequences
Sequences are the second top-level tab in the Workflows page (alongside Automations). The builder is identical to a Trigger — same Details/Build canvas, same node config rail, same five step types — with one swap: the audience field is Plan Type, not a Smart List. Patients are then enrolled manually. Legacy Workflows in this area have all been converted to Sequences.
Live mockup
All screens above are captured from the interactive PracticeEHR Workflow Automation mockup. Open it to click through the live UI.
Key Features
- Sequences sit under Setup › Others › Workflows › Sequences — the second top tab.
- Open in the same builder layover as Triggers — same Details + Build wizard, same canvas, same node config rail.
- Step palette: Send email, Send SMS, Delay, If/then branch, Create task.
- The Details panel reuses the Trigger Details Figma layout (
11635:5062): Name, Plan Type, Occurrence, Active. The Plan Type dropdown replaces the Trigger's Smart Lists multi-select and is locked once the sequence is saved. - Patients are enrolled manually — pick patients from the patient picker rather than letting a Smart List feed them in.
- Legacy Workflows in this module have all been converted into Sequences.
Pick a sequence type. Choose the Plan Type the sequence will operate on. The rest of the builder is identical to Triggers.
Plan Type1
Plan Type*Dropdown
Replaces the Smart Lists field used in Triggers. Selects the type of sequence to run.
Step 1 of 2 — Settings. Same panel appears both as Step 1 of the create-sequence stepper and as the Details tab when editing an existing sequence.
Sequence details5
Sequence name*Required
Free-form text. Example: "Diabetic patient outreach".
Plan Type*Dropdown
Replaces the Smart List field used in Triggers. Pick the plan type the sequence runs against. Locked once saved — recreate the sequence to switch.
OccurrenceNumber + unit
How often the whole sequence repeats. Example:
2 Days — runs every step today, runs them all again 2 days later, and so on. New patients added later get picked up on the next run.ActiveToggle
Off by default. Flip on to start running when you save.
DescriptionTextarea
Optional free-form note for your team.
Step 2 of 2 — Build. Same canvas as Triggers. Footer button reads Save Sequence instead of Save Trigger.
Empty canvas3
Start of sequencePinned
Blue start node anchored at the top — cannot be deleted.
Add (+)Action
Dashed circle between Start and End. Click to open the step picker.
End of sequencePinned
Marker at the bottom. New steps insert above it.
Built sequence canvas. Five step types you can drop on the canvas: Send email, Send SMS, Delay, If/then branch, Create task.
Canvas rules3
Inline + handlesAction
Dashed + circles between nodes insert a step at that exact position.
Node selectionNode configuration
Click any step — the settings panel opens on the right rail. No separate pop-ups.
Save SequencePrimary
Persists the sequence and closes the builder.
Send email. Same node configuration as Triggers.
Node configuration4
TemplateDropdown
Pick a saved template, or use Custom.
Subject line*Required
Email subject the patient sees.
FromDropdown
e.g., Contact owner.
Email contentRich body
Open editor and Preview buttons.
Send SMS. Same node configuration as Triggers.
Node configuration2
TemplateDropdown
Saved SMS template or custom.
MessageTextarea
Free-text. Tokens like
{{firstname}}, {{practice}}. "Reply STOP to opt out" appended automatically.
Delay. Pauses the sequence before the next step runs.
Node configuration1
Wait forNumber + unit
Number plus unit (minutes / hours / days).
Create task. Creates an internal follow-up task.
Node configuration3
Task titleText
Placeholder: "e.g., Follow up with patient".
AssigneeDropdown
Default Owner.
PriorityDropdown
Default Medium.
If / then branch. Splits the sequence into Yes and No paths based on a condition (e.g., Email opened). Each branch is sent independently.
Branch layout3
YES — condition metGreen
Steps that run if the condition is met.
NO — condition not metRed
Steps that run if the condition is not met.
End of BranchMarker
Each path reconnects to End of Sequence.
Add patients manually. Sequences target specific patients (instead of pulling from a Smart List). Search and select patients to enroll.
Patient picker3
SearchLive search
Type to find patients by name, DOB, or chart number.
Multi-selectCheckboxes
Pick one or many patients to add to the sequence at once.
Add to SequencePrimary
Enrolls the selected patients and starts the next scheduled run.
Sequence run state. Tracks where each enrolled patient is in the flow (current step, last action, next scheduled action).
Run status3
Current stepIndicator
Where the patient is in the sequence right now.
Last activityTimestamp
When the most recent step fired for that patient.
Status pillsActive/Completed
Per-patient status across the sequence.
Sequence Detail. KPIs, the canvas flow, and the enrolled-patients grid. Opens the Settings panel on edit. The Plan Type dropdown is locked once saved.
What you see4
KPI cardsMetrics
Emails sent, SMS sent, Total enrolled, completion rate.
Canvas recapRead-only
Visual flow of steps with Yes/No paths.
Plan TypeLocked
Disabled on the detail view — to switch, recreate the sequence.
Enrolled patientsGrid
Each row shows the patient, their current step, and run status.
Where to find it
Setup › Others › Workflows › Sequences.