Workflow Editor

You can use workflows to automate data changes and initiate Edge Cloud actions whenever something happens in your Edge Cloud system. For example, when an appointment is processed as kept, you can trigger a workflow that creates a treatment chart record. Depending on the type of workflow, you may be prompted to complete an action before you can continue with another task. Use the Workflows editor to create and edit your workflows.

1. Open Workflows Editor - Home ribbon bar > Tools section > Editors > Workflows > Workflows. (You can also use the Search field to look for the editor you want to work with.)

   

2. Create or Edit a Workflow - Click New at the top of the Workflows list, or use the Workflow Wizard icon to create a new workflow. Or, select an existing workflow from the list. Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   New Record - Click New or click the Workflow Wizard icon to create a permanent record.

   

   Select Existing Record - Your list of existing records appears at the left. Scroll through the list, and click the record to work with. Then review and edit the details. If not all your records appear in the list, you can enable the Show Inactive option to see them.

   

3. Workflow Details - Enter a descriptive name for your workflow, so you know its purpose as you assign it to triggers. When you use the Workflow Wizard to create a workflow, the name defaults to the name of the activity you chose (described below.) Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   

4. Workflow Activities - Workflow activities are the actions you want to happen when the workflow is triggered. A workflow can be as simple as a single-step activity, or it can contain multiple activities.

   Add an Activity - When you use the Workflow Wizard to create a new workflow, you are immediately prompted to select the activity you want to trigger. You can also add activities to a workflow by selecting the workflow to work with, then either using the Add Activity wizard, or dragging items from the Activities list into the Workflow Activities section of the window.

   

   Activity Properties - The workflow Activity Properties specify how you want an activity to function when it is initiated by a workflow. Most activity properties can be set up when you first add the activity to a workflow via the Wizard. You can also edit activity properties from the Activity Properties section of the Workflow editor window. The properties available depend on the type of activity you are working with. While you can change many of the properties as needed, certain properties that are required for the activity to function are set up by your Edge Cloud system, and cannot be changed by you.

   

   Re-Order Activities - When a workflow is triggered, the activities in the workflow will be activated in the order they appear in the Workflow Activities list. You can drag the activities to re-order them as needed. This is especially important in more complex workflows that contain conditional elements, described below.

   

   Delete an Activity - Right-click an item in the Workflow Activities list, and select Delete (or, click the activity and press the Delete key on your keyboard). You cannot delete workflows themselves, but you can flag workflows you no longer use as Inactive.

5. Conditional Elements - You can use the "If" element of the Workflow editor to evaluate patient data as you run a workflow, to determine how the workflow activities will function when the workflow is triggered for a specific patient. For example, a workflow can trigger a different word processing document, depending on whether a patient is at least 18 years old.

   

6. Assign Variable Values - You can use the "Assign" element of the Workflow editor to create new variables, and assign values, or contents, to those variables to use within a specific workflow activity. Most often, "Assign" elements are used in conjunction with "If" conditional statements to evaluate patient data and assign an appropriate value according to the results of the evaluation.

   

7. Save Changes - Click Save in your Quick Access toolbar or File ribbon bar (or press Ctrl+S on your keyboard) to save any changes you have made.

   

More Information

Assign Standard Triggers - Use the Workflow Triggers editor to tell Edge Cloud which workflow to initiate when certain actions or events occur. See "Workflow Trigger Editor" for details.

Assign Timed Triggers - Use the Time Triggers editor to schedule workflows for specific days and times, for a specific operator. If the assigned operator is not logged into Edge Cloud at the specified time, the trigger will be activated as soon as the operator logs in. See "Workflow Time Triggers" for details.

Assign Additional Triggers - You can also assign workflows to specific records in the Status editor, the Appliance editor, the Procedures editor and Treatment Chart lists to further automate your practice.

Workflow Quick Actions - Use Workflow Quick Actions to trigger your favorite workflows at any time. Each Edge Cloud operator can create a list of their favorite workflows to simplify their daily tasks. See "Workflow Quick Actions" for details.