Actions are the steps a workflow runs after its trigger, like sending a text, waiting, checking a condition, or tagging a patient. This article shows how to add, change and remove actions, and what to fill in for each one.
You need a workflow with a trigger before you add actions. If you don't have one yet, start with How to Create a Workflow and How to Set Up Workflow Triggers. The examples below use a test workflow that starts when a patient is created and stays turned off.
Add an action
Go to Settings → Data → Workflows and click the workflow's name.
Click the + under the step the new action should follow.
In Add a step, scroll through the groups (Communication, Timing & Logic, Data & Records, Integrations) or type in Search actions....
Click the action. Its settings panel opens.
Fill in the settings (see the sections below), then close the panel.
The new step appears on the canvas. Until its required settings are filled in, the step shows Needs setup.
Add an action between two steps
Click the + on the line between the two steps.
Choose the action in Add a step and fill in its settings.
Close the panel.
The new step is placed between the two steps, and the steps below it move down.
Change or remove an action
Change an action
Click the step on the canvas to open its settings.
Make your changes. If the panel has a save button at the bottom, such as Save SMS Configuration, click it.
Close the panel.
Remove an action
Point to the step and click the trash can in its top-right corner.
Click OK in the browser message Are you sure you want to delete this node?
When you remove a step from the middle of a workflow, its connecting lines go with it, so the steps below are left unconnected. To reconnect them, drag from the dot at the bottom of the step above to the dot at the top of the step below.
Set up messages and notifications
Each section below starts with the Add a step list open, as in Add an action above.
In message fields, type { to open the list of merge tags, such as Patient First Name, and click one to insert it.
Send Email
Emails the patient or contact the workflow is running for.
Choose Send Email.
Optionally enter From Email and From Name. Leave From Email blank to use the default sender.
Leave Marketing message off for appointment details and other care emails. Turn it on only for promotional emails: they go only to patients who opted in to marketing email and include an unsubscribe link.
Enter the Subject. It also shows on the step card.
Write the email on the Plain Text tab, or open Designed Email and click Select Email Template.
Click Save Email Configuration, then close the panel.
Send SMS
Choose Send SMS.
Type the text in Message (up to 320 characters). The first 50 characters show on the step card.
Check Marketing message. It can already be on when you add the step. Turn it off for appointment reminders and other care messages. Marketing texts only go to patients who opted in to marketing SMS.
Optionally turn on Skip SMS if patient recently texted. The text is skipped if the patient sent a message within the Recent text buffer (hours) (24 hours unless you change it).
Click Save SMS Configuration, then close the panel.
If Respect message quiet times is on in Workflow settings (the default), texts and emails send only from 8:00 AM until before 9:00 PM in the patient’s primary location time zone, or the practice time zone if unavailable; turning it off and saving the workflow allows messages to send at any time.
Send Staff Notification
Sends an in-app notification to your team, for example to alert the front desk about a new patient.
Choose Send Staff Notification.
Type the alert in Message. Type { to add patient, task or prescription details.
Under Who gets notified, choose at least one:
Specific people: always notified, wherever the event happens.
Everyone with a role, such as Front Desk.
People on the record: Task owner or Provider on the record.
Turn on Only staff at the event's location to limit role alerts to that location. If the event has no location, role members aren't notified, so add specific people to cover those events.
Close the panel. This step has no save button: changes apply right away.
Send Paperwork
Choose Send Paperwork.
Choose one or more Consents, one or more Custom Forms, or both.
Close the panel.
Control timing and paths
Delay / Wait
Choose Delay / Wait.
Click a Quick pick, such as 1 day, or enter a Custom wait time and choose Minutes, Hours or Days.
Check the Summary, click Save, then close the panel.
Condition
Checks something before the workflow continues. The workflow follows the Yes path when the condition is true and the No path when it isn't.
Choose Condition.
Describe the condition in plain words, for example Patient has an upcoming appointment.
Click Generate and check that the Condition Summary matches what you meant.
Close the panel. Click the + under Yes or No to add steps to each path.
Branch
Splits the workflow into one path per value of a field, for example a different path for each lead source.
Choose Branch.
Enter the Field Path, the piece of workflow data to check, written with dots between the parts.
Type each value under Branch Values and click Add branch. Each value gets its own path.
Choose a Match Type: Exact Match or Contains. Use Case Sensitive if capital letters matter.
Check the Preview, click Save Branch Configuration, then close the panel.
Each value shows as a path under the step, plus a NO MATCH path for everything else. Click the + on a path to add its steps.
Work with records and data
Manage Patient Tag
Adds or removes a tag on the workflow's patient.
Choose Manage Patient Tag.
Click Add Tag or Remove Tag.
Choose the Tag, then close the panel.
Add Coupon
Adds a coupon to the patient's wallet. A text later in the workflow can name the coupon with the merge tag {{addedCoupon.name}}.
Choose Add Coupon.
Choose the Coupon, then close the panel.
Write to Patient Activity Log
Adds an entry to the patient's activity timeline, so your team can see what the workflow did.
Choose Write to Patient Activity Log.
Enter a Heading and a Body. Both can include merge tags.
Close the panel.
Create Prospyr Object
Creates a new Lead, Patient, Appointment, Task or Clinical Note. The example creates a follow-up task.
Choose Create Prospyr Object and pick the Object Type to Create.
Click Add Field Mapping for each detail of the new record:
Leave the switch on Field to copy data from the workflow, such as Patient ID.
Switch it to Value to type fixed text, such as the task description.
On the right, choose the field of the new record to fill.
Close the panel.
Auto-Map Fields fills in mappings for you. Check each one before you save, since it can match fields you didn't intend.
Update Prospyr Object
Changes fields on an existing Lead, Patient or Task.
Choose Update Prospyr Object and pick the Object Type to Update.
Under Lookup Configuration, choose the Source Field from the workflow data and the Target Field to match it against, such as Email and Email. The workflow updates the first record that matches.
Under Add a field to update, click a field, then choose Map from trigger data or Set static value and fill it in.
Close the panel.
Archive Prospyr Object
Archives records so they no longer appear as active. You can archive Opportunity records.
Choose Archive Prospyr Object and pick Opportunity.
Choose the Source Field and the Target Field to match, such as Patient ID and Patient ID.
Close the panel.
The workflow archives all opportunities that match, not just the first one.
Lookup Object
Finds a Patient, Location, Provider or Service so later steps can use its details.
Choose Lookup Object and pick the Object Type to Lookup.
Choose Lookup By Field, such as Location Name.
Leave Value Source on Literal Value to type the value, or switch it to Field Reference to use workflow data. Enter the Lookup Value.
Check the Preview, then close the panel.
The step gets a FOUND and a NOT FOUND path. Click the + on each to choose what happens next. Patient triggers already include the patient's details, so you usually don't need a patient lookup.
Transform with AI
Turns workflow data into new, cleanly labeled fields that later steps can use, for example splitting a full name into first and last name.
Choose Transform with AI.
Under What should this step produce?, describe the result, or click Use full-name example.
Click Set up with AI and review the fields it creates under Review the generated output.
Click Save transform, then close the panel.
Send data to other system
HubSpot Action
Sends workflow data to HubSpot. The panel shows HubSpot is connected! when your HubSpot account is linked.
Choose HubSpot Action.
Pick the Action Type: Create Contact, Update Contact, Create Deal or Update Deal.
Click Add Field Mapping, then choose the HubSpot Field and the Prospyr Data that fills it.
Optionally enter a Node Label to give the step a name you'll recognize, then close the panel.
Send Webhook
Sends workflow data to another system's web address.
Choose Send Webhook.
Enter the Webhook URL from the other system and pick the HTTP Method it expects.
Add any Headers the other system needs and choose the Payload Type.
Edit the sample Payload to match what the other system expects. Use double braces for merge tags, for example {{patientWorkspace.firstName}}, or pick one from Insert merge tag at cursor....
Click Save Webhook Configuration, then close the panel.
Save your changes
Changes to steps show on the canvas right away, but nothing is kept until you save the workflow. Until then, Unsaved changes shows next to the name.
Click Save Workflow.
Prospyr shows Workflow updated successfully!
Saving doesn't turn the workflow on. To turn it on, see How to Create a Workflow.
Good to know
You can save a workflow while a step still shows Needs setup. Open each step and check it before you turn the workflow on.
Closing Add a step without choosing an action removes the empty step.
Some actions only appear when your practice has the related feature, so your list may look different.