Have questions about using Workshop’s Process builder? We’ve compiled some frequently asked questions to help you use this feature as easily as possible.
How does “Timing” work?
I would like to make a Process that sends patients a “Preparing for your appointment” email 1 day before their appointment, reminding them of the things they need to be prepared with.
For some conditions, you have the option of selecting the “timing” to trigger the action. Welkin’s system performs daily checks for appointments at 9 am PST, and triggers Process actions based on the timing you’ve defined.
So for this example, Welkin will check for appointments at 9 am, and send the “Preparing for your appointment” email to patients scheduled for appointments the following day.
Important note: If an appointment is scheduled at 9:01 am for the following day, the Process won’t be triggered, and the “Preparing for your appointment” email would not be automatically sent.
I created a Process to send an Alert- why am I not seeing the Alert?
I created a Process to send the “New Patient Intake” Alert to primary coaches when a new patient is added to the “Enrollment” Phase. I don’t see it- what’s going on?
We recommend first doing a test to confirm the exact conditions of this Process are being met. Log into the Coach Portal as a user, and check that:
- The patient in the right Phase
- You’re the Primary Coach (If you aren’t, you won’t see the Alert)
- If the Process uses a secondary Custom Data condition, ensure the initial condition is met, and the current Custom Data value meets the Custom Data condition criteria. Processes using Custom Data conditions won’t execute successfully if the first condition isn’t met, nor will it trigger based on historical Custom Data values.
In Workshop, confirm that:
- The process doesn’t have any conditions that would prevent the patient from being subject to this Process
- No fields were left blank (otherwise, Processes won’t run)
I want to create a Process, but don’t see the Assessment/Email or SMS Template/Care Flow/Custom Data option that I want to use. Why?
Check that the Assessment/Email or SMS Template/Care Flow/Custom Data you’d like to use is created and published. You must first create content in Workshop before it can be used as an action or condition in a Process.
If the content exists, check that it’s available to be used in the kind of Process you’re creating.
For example, if an Assessment is defined with “Coaches” as its audience, that Assessment won’t appear as an option if the condition type is “Patient completes Assessment,” because it’s not enabled for patients.
Will a Process still execute an action if the value of a Custom Data condition is blank?
No, it won’t. Currently, this capability is not yet supported.
Can I delete a Process?
No. Once created in Workshop, Processes can’t be deleted, but they can be deactivated. If you’d like to disable a Process, go to the list of Processes, click on the "..." and choose "Deactivate". You can activate the selected Process if you have done this in error.
Here are some additional resources: