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Workflows

Workflows (formerly called Plans in some parts of the product) are essential for managing tasks and tracking their progress through various statuses. They provide a structured approach to task management, ensuring that each task follows a predefined workflow from initial registration to various stages of care.

A few "Plan" labels still appear in the product, so you may see them in places such as the Tasks page Active Plan selector, the workflow "..." menu item Default Plan, and the browser tab titles Plan List / Plan Details. These all refer to workflows.

Task Creation​

Automated Task Creation​

When a patient registers on the platform or is added via a file import, clients can choose to automatically create a task for that patient. The automated task creation can be configured in the Automations tab. For more details on automations, refer to the Automations documentation.

Example Scenario:

  • An automation is set to create a task for every patient created in the platform.
  • The workflow acts as a blueprint for the task, defining how it should be structured and managed over time.

Business Statuses​

Status as a Board​

Think of statuses as columns on a task board. Each column represents a status in a workflow that the task can work through. These columns are defined by the conditions set in the Workflows section. Each status can be individually configured to match specific workflow requirements.

For detailed information on using and navigating boards, see Boards.

For each column status, you can set a business status. Business statuses are based on task types and can be programmed to be the same across multiple workflows. This allows a task to appear on multiple boards if it shares the same business status, facilitating seamless task tracking and management.

Configuring Business Statuses​

In the Workflows section, you can configure the conditions that define each business status. These conditions are simple categories that help determine the status of a task at any given time, providing a structured approach to task progression.

Setting Custom Business Status for Columns​

To set a custom business status for a column in your workflow:

  1. Navigate to Settings → Workflows in the platform. This page is available to Platform Admin users.
  2. Create or edit a workflow by clicking on an existing workflow or creating a new one
  3. Add or edit an Action - each action with a condition represents a column on your board
  4. Set the action's Title (new actions start as "Action Title") - this becomes the column name (e.g., "Awaiting Review", "Care Manager Assigned", "Documentation Complete")
  5. Set the Business Status under Conditions - this determines which tasks appear in the column:
    • New actions default to the business status Ready
    • The condition expression matches tasks to the business status you define
    • Changing the action title does not automatically update the business status

Example: If you create an action titled "Lab Review" and set its business status to "Lab Review", tasks with the business status "Lab Review" will appear in that column on the board.

Dynamic Values​

Along with conditions, you can set Dynamic Values for each business status. Dynamic values allow you to automatically update task properties when a task enters a specific business status.

Best Practice: Use dynamic values to automatically set the task status when moving between business statuses. This ensures proper compliance and enables better integration with external systems.

To configure dynamic values for task status:

  1. In the Workflow editor, expand the Action you want to configure
  2. Click the plus (+) button next to "Dynamic Value"
  3. Select "Status" from the Field dropdown - this controls the task's status
  4. Choose from predefined task statuses:
    • draft - Task is in preliminary form and not yet actionable
    • requested - Task is ready to be performed, but no action has been taken
    • received - Task has been received by the performer but not yet started
    • rejected - Potential performer has declined to take the task
    • ready - Task is ready to be performed and can be picked up
    • cancelled - Task was cancelled prior to completion
    • in-progress - Task has been started but is not yet complete
    • on-hold - Task started but work has been paused
    • failed - Task was attempted but could not be completed
    • completed - Task has been finished successfully
    • entered-in-error - Task should not have existed and is nullified

Example Configuration:

  • Business Status: "Lab Review" → Set Status to "in-progress"
  • Business Status: "Care Delivered" → Set Status to "completed"
  • Business Status: "Awaiting Documentation" → Set Status to "on-hold"
  • Business Status: "Patient No Show" → Set Status to "cancelled"

Other Dynamic Values​

You can also set other task properties using dynamic values:

  • Priority: Set task urgency (routine, urgent, ASAP, STAT)
  • Owner: Automatically assign tasks to specific roles or practitioners
  • Due Date: Set deadlines based on business rules
  • Custom Fields: Update any custom task extensions

Examples of Business Statuses with Dynamic Values:

  • Registered: Initial status when a patient is created
    • Dynamic Value: Status = "requested"
  • Care Manager Assignment: Status when assigning care manager
    • Dynamic Value: Status = "ready"
  • Records Review: Status when reviewing patient records
    • Dynamic Value: Status = "in-progress"
  • Care Delivered: Status indicating care has been provided
    • Dynamic Value: Status = "completed"
  • Ongoing Care: Status for continuous care management
    • Dynamic Value: Status = "in-progress"

Configuring Workflows​

Steps to Configure a Workflow​

  1. Navigate to the Workflows Section: Access Settings → Workflows. This page is available to Platform Admin users.
  2. Define Statuses: Specify the various statuses that tasks can have, including initial and subsequent statuses that indicate progress.
  3. Set Conditions and Dynamic Values: Configure the conditions that define each status and set appropriate dynamic values to reflect task completion or other key indicators.

Workflow "..." Menu​

Each workflow has a "..." menu with additional options:

  • Configure Card Fields: Choose which fields appear on task cards for this workflow.
  • Export: Export the workflow configuration.
  • Duplicate: Create a copy of the workflow.
  • Mark As Default: Set this workflow as the default.

Workflow Boards​

Each workflow has a corresponding Board that is visible in the Board tab. Multiple workflows can be set, each with its own board, which is helpful for different workflows for different clients.

For a complete guide on using boards, including filtering, drag-and-drop, and task management, see Boards.

Setting Workflows in Automations​

When creating an automation, you can set which workflow you want the patient to be enrolled in. In the task editor and in the automation Create Task action, the workflow field is labeled Based On. This ensures that the tasks follow the correct workflow defined by the workflow.

Shared Business Statuses​

Business statuses are shared between workflows, so multiple workflows can have shared statuses. If a business status is the same between boards, the task will appear on both boards because they share the same business status.