In this article, we'll walk through:
- What are Processes?
- How to use Processes in your program
After reading this article, you will:
- Understand what Processes are
- Know which actions can be automated with a Process
- Understand what conditions can trigger an action
Process basics
Processes automate certain behavior in your program. They’re rules that cause specific actions to occur under a set of specific conditions. Processes are often used to ensure that the right person or team gets an Alert to do something at the right time, such as engage with a new patient upon enrollment or when a patient is flagged as high-risk. They also automate patient communication, like sending an appointment reminder email the day before an appointment.
Processes in Workshop
To build Processes in Workshop, you define the “actions” and “conditions”:
- An action is the result your Process will automate. For example, “Change Phase”
- Conditions are the criteria that must be met to trigger the action. For example, “Patient completes Assessment” and the Assessment is “Medical History Form”
Important note: You must first create content in Workshop before it can be used as an action or condition. Build Alerts, Email & SMS Templates, Assessments, Care Flows, and Custom Data first, if you’d like to make a Process that references them.
Process actions are:
- Create Alert: Send an Alert to a coach or specific Role
- Change Phase: Move the patient into another Phase
- Send Message: Send an SMS or Email to the patient
- Create Care Flow: Trigger a new Care Flow for the patient
- Schedule Appointment: Create an appointment for the patient
- Reassign Patient: Chane the patient’s coach
Process condition types include:
- Patient enters a phase
- Patient exits a phase
- Upcoming appointment
- Completed appointment
- Patient completes an Assessment
- Coach completes an Assessment
- Custom Data is recorded
- Patient is created
Custom Data conditions
Currently, the Process builder supports only one condition type at a time, with the exception of adding a secondary Custom Data condition.
Important note: Processes that use a secondary Custom Data condition will only execute successfully if the first condition is met, and the current Custom Data value meets the Custom Data condition criteria. The Process will not trigger based on historical Custom Data values.
For example, you create a Process named “Trigger Escalation Care Flow.”
- The first condition for this Process is:
- “Patient completes Assessment”
- The Assessment is “Medical History Form”
- Patient answers the question “Do you have negative thoughts or self harm” by responding “Yes”
- The Custom Data condition is:
- For Custom Data type “High Alert,” the patient’s score for “Risk” has a value more than “4”
- This Process would Trigger an Escalation Care Flow:
- If the patient’s current “Risk” value is 5
- This Process would not Trigger an Escalation Care Flow:
- If the current “Risk” score is 2, but had a previous value of 9
- If the current “Risk” value is 4, but is manually changed to “9” (because the Assessment condition did not occur first)
Or, you create a Process named “Trigger Escalation Care Flow.”
- The first condition for this Process is:
- Patient enters Phase
- Phase is “In Care”
- The Custom Data condition is:
- For Custom Data type “High Alert”
- The patient’s score for “Risk” has a value more than “4”
- The patient’s value for “Condition” is equal to “Insomnia”
- This Process would Trigger an Escalation Care Flow:
- If the patient’s current “Risk” value is 6 and “Condition” value is “Insomnia”
- This Process would not Trigger an Escalation Care Flow:
- If the patient’s current “Risk” value is 6 and but the current “Condition” value is not set to “Insomnia”
- If the patient is currently in the “In Care” Phase, and their value for “Condition” is manually reset to “Insomnia” (because the first condition, “Patient enters Phase” did not occur)
Important note: Once created in Workshop, Processes can’t be deleted. If you’d like to disable a Process, edit its conditions such that they won’t trigger the Process action.
For example, create Custom Data named “Deprecated,” but don’t enable it in the Side Bar or use in any APIs. Then, add the “Deprecated” data type as a condition to the Process you want to disable.
Do not leave a field blank. Blank fields in saved Processes will cause errors in your configuration.
Here are some additional resources: