In this guide, we’ll walk through how to build a process in Workshop that takes an assessment response value and uses it to create a Custom Data Type (CDT) record.
This functionality is helpful in propagating information captured from an assessment to a CDT in the timeline or sidebar to be more easily seen at a glance. Using processes to update CDTs from assessment responses may also help reduce the number of clicks or double entry a Welkin user must make and reduce the risk of human error when manually entering data into CDTs.
- Ensure your Workshop configuration is in Build.
- Create the assessment and assessment questions that you intend to use to help create the CDT record.
- Create the CDT that you want to populate from the assessment.
Structuring your Assessment Questions & CDTs
There are two ways to create a CDT record from an assessment question. You can choose to “Use the response to an assessment question” to populate the CDT field, which takes the exact answer and puts it in the CDT, or, you can choose to “Use a value that I create” to populate the CDT field.
Below is an example use case for each scenario.
“Using the response to an assessment question” Use Case
If you choose the “Use the response to an assessment question” to populate the CDT field, the data type of the assessment question must match the data type of the CDT field where the value is to be populated. For example, dropdown assessment questions can only populate dropdown CDT fields and free text assessment questions can only populate free text CDT fields. In the case of dropdown assessment questions, the options in the assessment question must be identical to the options in the CDT field, including spelling and capitalization.
Important Note: When using the exact response to an assessment question, it is not possible to update a boolean type CDT field as there is no equivalent field type in assessments.
Use Case: Kiwi Health is a musculoskeletal health program that collects pain scores from their patients on a scale from 1-10 on a weekly basis. Kiwi coaches want to see the progression of pain scores in the sidebar. This information is collected in an assessment question with a dropdown response type with options 1-10. Kiwi creates a Pain CDT to be displayed in the sidebar with one field called Pain Score, which is also of dropdown type with options 1-10. Kiwi creates a process which pulls the exact response to the pain scale question from the assessment and uses it to create a record in the Pain Score field within the Pain CDT.
“Using a value that I create” Use Case
If you want to populate the CDT field with a value that you create, you do not need the assessment question and CDT field types to match.
Use Case: Pickles Health is a behavioral health program which captures information about their clients’ self harm risk levels. Pickles Health asks clients via a multiselect assessment question whether they have thought about harming themselves, others, or neither in the past 30 days. Pickles Health creates a Risk Flag CDT to be displayed in the sidebar with one field called High Risk of type boolean. Pickles Health creates a process such that if the client selects that they have either thought about harming themselves or others, the High Risk field will be set to true.
Creating your process
- Once you’ve decided your use case, navigate to Processes in Workshop. Click Create Process and select Record Custom Data as the resulting action.
- Name your process - remember to be descriptive!
- Select either Patient Completes Assessment or Coach Completes Assessment as your condition type.
- Select your assessment from the list. Choose whether you want the process to run every time the assessment is filled out or conditionally only when a specific question is answered in a certain way.
- Once the conditions are set, choose which CDT you want to update from the list. Remember, if you want to use the exact response to an assessment question, the field types must match.
- Select which phases for which you want the process to run and save your process.
- Finally, publish your new process to your Test Environment and verify the behavior.
Additional Feature Information
- It is not possible to update only one field of a CDT at a time. If a CDT has three single entry fields, but a process only creates a record for one of them, all three fields will be updated when the process runs but two of the fields will be null and will not show any value in the UI.
- Multi-select question types do not map to boolean CDT field types
- You cannot update multiple CDTs with one process. Similarly, you can not pull from multiple assessment questions in the same process.
- You can also create a custom data record from other types of process conditions, for example upon a phase change or when a patient is created. For other types of process conditions, you must create the value to populate the CDT record.