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Patient Copilot Help Center

Workflow Builder Walkthrough

Welcome to the Workflow Builder Walkthrough! This guide is designed to help you understand and navigate the Workflow Builder. Whether you’re new to workflows or looking to refresh your knowledge, this article will guide you through key features, best practices, and tips for success. * * * ## What Is This Workflow Builder Walkthrough? This article provides a comprehensive overview of the Workflow Builder, including its layout, functionality, and best practices. If you’re looking for more specific topics, such as advanced triggers or detailed action configurations, explore our related articles: - Getting Started with Workflows - A List of Workflow Triggers - A List of Workflow Actions * * * ## Infinite Canvas Layout The Workflow Builder’s Infinite Canvas allows for an expansive view of your workflows. You can: - Use the Fit to Screen and Zoom In/Zoom Out buttons in the bottom-left corner to adjust the view.

  • Utilize the Minimap in the bottom-right corner to navigate your current position within the workflow. Best Practices: Keep complex workflows organized by grouping related actions and using clear naming conventions. Try to keep workflows small enough to be seen in one screen. This aids understanding and troubleshooting. ## Move workflow nodes directly on the canvas In the Standard Workflow Builder, you can move nodes directly on the canvas. - Hover over a node to reveal the 6-dot drag handle.
  • Click and hold the drag handle to move the node.
  • Drop the node where you see the Move here indicator. This makes it easier to reorganize steps and branches without moving each node from the right-click menu.!(https://assets.patientcopilot.ai/2e17b20a22ca011f.png) * * * ## Workflow Switcher The Workflow Switcher allows you to quickly move between workflows without leaving the builder. You can open it from the left panel or by pressing **Shift + W**, then search or scroll to select another workflow. For more details, see: Using the Workflow Switcher in Patient Copilot * * * ## Adding New Triggers Triggers define the events that start your workflows. Follow these steps: 1. Click the Add New Trigger button.
  1. Select a trigger from the list (e.g., Contact Added, Appointment Booked).
  2. Configure the trigger with relevant settings. Tip: Use the search bar and category filters to find triggers faster. Search results may include additional context (such as badges and app details) to help you pick the right trigger.!(https://assets.patientcopilot.ai/ce61001c667d9814.gif) Important: All triggers in the workflow will activate when their specific conditions are met. Ensure that your trigger setup aligns with your desired workflow initiation. For a comprehensive list of triggers, visit A List of Workflow Triggers. * * * ## Adding New Actions Actions define what happens after a trigger is activated. To add an action: 1. Click the + button in the workflow line(s).
  3. Select an action from the list (e.g., Send Email, Assign to User).
  4. Configure the action based on your workflow’s requirements. Tip: Use the search bar and categories to quickly locate actions across Patient Copilot-built tools and Marketplace apps. Some results show extra details (such as pricing or install information) so you can compare options before adding a step.!(https://assets.patientcopilot.ai/a82fd35256e44f7e.gif) Aside from normal actions, there are some other types of actions that are more advanced**:** - Drip Actions: Control the flow of contacts by slowing their progress through the workflow.
  • Conditional Actions: Evaluate conditions and guide contacts based on specific criteria.
  • Goal Actions: Allow contacts to skip ahead to a later point in the workflow bypassing the actions in between. Tips: Always give actions meaningful names for clarity in Canvas view. This makes workflows easier to understand and manage. Refer to A List of Workflow Actions for detailed information on all available actions. You can also use Workflow AI Assistant to help understand the workflow and add the right actions. Learn more in the Workflow AI Assistant article.!(https://assets.patientcopilot.ai/ea87f18a96e1897b.png) * * * ## Stats View The Stats View helps monitor communication performance down to the individual action: - Turn on Stats View in the top-left corner.
  • View communication statistics directly in the builder.
  • Click on any stats data to access detailed reports. Note that if a communication action was in the workflow, and used, and then deleted, the stats will still be saved in the workflow.!(https://assets.patientcopilot.ai/1c2e4b1e29d51b7b.png) For tips on analyzing workflow performance, explore How to Analyze Workflow Campaigns. Stats are also available at the workflow level in the Workflow List Click the expand arrow under Stats.!(https://assets.patientcopilot.ai/d73038ca5b24309f.png) * * * ## Testing the Workflow To ensure your workflow functions correctly: 1. Click the Test Workflow button in the top-right corner.
  1. Select a contact for testing.
  2. Click Run Test to run the workflow. Note that the Test Workflow using a contact isn’t 100% perfect, especially if you reuse the same contact for multiple tests. Ideally you should test the workflow by publishing it and using it live. Troubleshooting: If tests fail, check your triggers and actions for incomplete configurations.!(https://assets.patientcopilot.ai/f11e25e1d951dce2.png) * * * ## Saving the Workflow Always save your changes: - Click the Save button in the top-right corner whenever there are unsaved changes (red dot).