CRM TAB PHASE 1

This document outlines the complete feature breakdown, UI behavior, and workflow details for Phase 1 of the CRM implementation for PracticeEHR.

Modules in Phase 1: Dashboard, Contacts, List, Communication, and My Tasks. Sequences and Campaigns are part of Phase 2.

Dashboard

Overview cards, recent activity, and upcoming task visibility.

Contacts

Lead lifecycle, filters, smart search, and create contact flow.

Contact Detail View

Activity, notes, communication history, tasks, visits, and sequence placeholder.

Communication

Marketing email/SMS workflows from list view to detail analytics.

Templates

Email/SMS template management with favorites-first ordering.

My Tasks

Task log, create/edit behavior, and task detail workflow.

Lists

Dynamic/static list creation, smart filters, and list details.

Dashboard

Interactive Guide

The Dashboard enables users to monitor CRM performance at a glance through key metrics, communication trends, analytics, upcoming tasks, and recent activity.

Overview

Global Date Filters

When opening the Date Range filter, the system displays the following options:

Current Week
Last Week (Default)
Last 2 Weeks
1 Month
3 Months, 6 Months
1 Year, 2 Years

Recent Activity Categories

Badge Color / Icon Color mapping for activity feed categories.

Email Open #E0F2FE / #0EA5E9
Email Reply #FEF3C7 / #F59E0B
SMS Reply #D1FAE5 / #10B981
New Contact Create #CCFBF1 / #14B8A6
Task Create #FFEDD5 / #F97316

KPI Summary Logic

Cards: Total Contacts, New Contacts, Messages Sent, Email Sent.
If no data exists, show 0.
Formula: Delta % = ((Current - Previous) / Previous) * 100
Positive = Up Arrow (Green)
Negative = Down Arrow (Red)
Zero = 0% (Neutral)

Communication Activity

Comparison: Email Sent vs SMS Sent.
Axes: X-axis (Date MM:DD:YY), Y-axis (Count).
Default Range: Last Week.

Upcoming Tasks

Limit: Only recent 4 tasks are visible.
Priority Colors: High (Red), Medium (Orange), Low (Green).
Actions: View All opens Tasks list; + Add New Task opens modal.

Analytics (Email + SMS)

Chart dropdown views: Pie Chart, Bar Chart, Grid View.
Email Legend: Sent (Light Blue), Draft (Purple), Archive (Orange), Scheduled (Yellow).
SMS Legend: Sent (Yellow), Draft (Light Blue), Scheduled (Lt. Purple).

Contacts

Interactive Guide

The Contact tab lists individuals added through form submissions, website inquiries, or manual entry. Each contact is treated as a lead until an appointment is booked, then converted to a patient in PracticeEHR.

Contacts List

Lifecycle and Storage

Contact starts as a lead before appointment booking.
After booking, contact converts to patient.
Patient personal details are stored in Demographics.
Uploaded files are stored in Documents.

Views and Filters

Views: All Contacts, My Contacts, Unassigned Contacts.
Each filter dropdown supports multi-select except dates.
Contact Owner: user list.
Create Date: date range picker.
Last Activity: Today, Yesterday, Last 7 Days, Last 30 Days.
Status: Contact, Patient.

Search and Gear Icon

Smart search supports comma-separated or plain text values.
Example: John Smith, 5551234567 or John Smith 5551234567.
Search matches name, email, and phone.
Gear icon includes SMS consent audit log.
Edit Columns is planned for Phase 2.

Gear Icon Audit Log

Audit Tracking

Audit log keeps SMS consent history.
Accessed from the gear icon menu.
Used for compliance review of consent changes.

Create Contact Modal

Modal Behavior

Opened from the Create Contact action.
Saves manually entered lead/contact details.
Form customization is planned for Phase 2.

Contact Detail View

Interactive Guide

Contact detail includes editable profile fields, center workflow tabs, and collaboration records tied to a single contact.

Contact Details Window

Structure

Left panel: editable contact fields.
Center tabs: Activity, Notes, Communication History, Tasks, Visits, Sequence.
Smart search filters tab content live.
Right panel items are planned for Phase 2 (lists, attachments, feedback, communication toggles).
Past feedback also belongs to Phase 2 scope.

Notes Tab

Purpose + Capabilities

Internal notes track call summaries, meeting outcomes, updates, and reminders.
Notes are internal-only and not visible to contacts.
Rich text supports bold, italic, lists, and links.
@mentions notify tagged teammates for collaboration.
Comments support threaded internal discussions.
Notes are indexed and searchable by keyword.

Add Note Modal

Collaboration Workflow

Use the recipient selector to route note context to the right teammate.
Compose structured notes with formatting and links.
Mentions are intended for ownership handoff and action reminders.
Submitting creates a searchable, timeline-linked record.

Communication History (within Contact)

Key Features

Chronological timeline of all email and SMS communication.
Send Email and Send SMS actions are available in this tab.
Message cards include content, message type, date, sender, and recipient.
Search field filters communication content.
Gear icon includes delete-contact option.

Sequence (Phase 2)

Phase Note

Sequence functionality is planned for Phase 2.

Tasks Tab (within Contact)

Task Rules

Used for follow-ups, reminders, and contact-specific actions.
Status options: Over due, In Progress, Completed.
Task name is clickable and routes to My Tasks detail page.

Visits Tab (Contact = Patient)

Key Features

Visible only when the contact has converted to patient status.
Displays past and upcoming visits.
Clicking a visit opens the visit record in PracticeEHR.

Communication

Interactive Guide

Chronological view of all marketing email and SMS communication records.

Marketing Email Tab

Behavior

Chronological timeline of email records.
On hover, user gets delete/archive actions.
Create Email starts the 3-step email flow.

Create Email Window

Step 1: Select Template

Step 2: Edit Content

Step 3: Send and Setting

Flow Notes

Flow order: template selection, content editing, send settings.
Template comes from the Templates tab or blank start.
Personalized variables are inserted from dropdown.

Email Detail Window

Overview

Performance

Recipients

Tab Visibility Logic

If status is Sent, Overview, Performance, and Recipients are visible.
If status is Draft, Scheduled, or Failed, only Overview and Recipients are shown.
Performance is available only after successful sending.
Clicking recipient name routes to that contact.

Marketing SMS

Create SMS Step 1

Create SMS Step 2/3

Core Behavior

Same behavior model as marketing email.
Create flow follows the same step-based process.
Status-driven list management remains aligned.

Marketing SMS Detail Window

Overview

Performance

Recipients

Detail Tabs

Overview, Performance, and Recipients follow the email detail pattern.
Performance tracks sent-message outcomes.
Recipients view supports delivery-level follow-up.

Templates

Interactive Guide

Users can design and save both email and SMS templates. Favorites are shown first and remaining templates are sorted by recently created.

Template Tab

Email Templates

SMS Templates

Template Tab Behavior

Filter dropdown supports all, email-only, and SMS-only views.
Starred templates appear first.
Remaining templates are sorted by most recently created.
Template menu includes Clone and Delete actions.

Create Email Template

Email Template Builder

Create reusable marketing email template content.
Template supports reusable variables and structured content.
Save and Save Draft actions are available.

Create SMS Template

SMS Template Builder

Build reusable SMS templates with live character tracking.
System must include "Reply STOP to opt out" within character count.
Save action is validation-gated when required fields are missing.

My Tasks

Interactive Guide

Task log for follow-ups, reminders, and internal actions linked to contact workflows.

Tasks Grid Details

Grid Behavior

Smart search and Add Task are primary list actions.
Status options: Over due, In Progress, Completed.
Task Name is clickable and opens the full task detail page.
Green completion control marks task complete directly from grid.

Create Task Modal

Key Features

Same modal is used for create and edit flows.
Captures task ownership, priority, due date/time, and description.
Edit action reopens this modal and updates task values.
Validation prevents incomplete task submission.

Task Details

Detail Panels

Mark Complete action is available in detail and grid contexts.
Detail page shows status, ownership, due timing, and task description.
Edit returns to the same modal used by create flow.
Comments and activity context support team handoffs.

Lists

Interactive Guide

Lists segment contacts using rule-based filters. Users can build Dynamic lists (auto-updating) or Static lists (snapshot at creation).

Lists Grid Details

Grid + Create List Behavior

+ Create New List opens list name/description and type selection.
Type options: Dynamic (auto-updating) and Static (snapshot).
Filter groups enforce one logic type per group (AND or OR).
Use multiple groups to build mixed logic structures.
Preview count is shown before save.
Recipient count hyperlink opens detailed recipients grid similar to SMS detail recipients view.
List grid includes search, refresh, and pagination controls.

Create List (Smart Filters)

List Information

List Name* with helper text and Description (optional).
List Type: Static (manual) or Dynamic (auto-updating, default).
Estimated matches updates as filters change.

Smart Filters

Default logic for new groups is AND.
Each group keeps one logic operator type; mix logic by adding groups.
Each rule follows Field -> Operation -> Value.
Every rule provides inline delete control.
List name is required and estimated count can be zero.

Field	Supported Operations	Value Type / Notes
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; includes last appointment, visit, email, SMS
Status	Equals	Contact / Patient
SMS Subscription	Equals / Not Equals	Yes / No
Lead Source	Equals / Not Equals	String
Phone	Contains / Equals	Numeric value
Email	Contains / Ends With	String

List Detail (List Information)

Summary + Actions

Dynamic lists keep filter criteria editable after creation.
Static lists lock filters and values after save.
Detail-level actions include list management and deletion.

Results Table

Recipient count hyperlinks to recipient-level detail grids.
Grid rows support filtered review of matched contacts.
Pagination and refresh keep result inspection responsive.