Workflows Overview

Automate repetitive tasks, streamline patient journeys, and ensure consistent processes with Praxi's visual workflow builder.

What Are Workflows?

Workflows are automated sequences of actions that run when specific events occur. They help you:

Benefit	Example
Save time	Auto-send appointment reminders
Reduce errors	Standardise intake processes
Improve consistency	Ensure every client gets follow-up
Scale operations	Handle growth without more staff

Workflow Components

Node Types

Node	Purpose	Example
Trigger	Starts the workflow	Appointment booked
Action	Performs an operation	Send email
Agent	AI-powered decision/task	Draft follow-up note
Approval	Requires human approval	Manager sign-off
Condition	Branch based on criteria	If client is new
Router	Multi-path branching	Route by funding source
Delay	Wait before continuing	Wait 24 hours
Loop	Repeat for a collection of items	For each appointment
Fork / Join	Run branches in parallel	Send SMS and email simultaneously
Entity Selector	Select entities to process	Choose clients matching criteria
Notification	Send targeted notification	Alert supervisor
Form	Send a form and wait for response	Request intake details
Document Generate	Create a document from a template	Generate GP referral letter
End	Terminates workflow	Complete

Visual Builder

The drag-and-drop builder lets you:

• Add nodes from the palette
• Connect nodes with arrows
• Configure each node's settings
• Preview workflow logic
• Test before activating

Common Workflow Examples

Appointment Reminders

Trigger: Appointment created
  ↓
Delay: Wait until 24 hours before
  ↓
Action: Send SMS reminder
  ↓
Condition: Client confirmed?
  ↓ Yes              ↓ No
End              Action: Send follow-up SMS

New Client Intake

Trigger: Client created
  ↓
Action: Send welcome email
  ↓
Action: Assign intake forms
  ↓
Delay: Wait 48 hours
  ↓
Condition: Forms completed?
  ↓ Yes              ↓ No
End              Action: Send reminder

Invoice Follow-Up

Trigger: Invoice overdue
  ↓
Action: Send payment reminder
  ↓
Delay: Wait 7 days
  ↓
Condition: Still unpaid?
  ↓ Yes              ↓ No
Action: Escalate      End

Unsigned Notes Alert

Trigger: Schedule (daily at 9am)
  ↓
Loop: For each unsigned note > 24h
  ↓
Action: Send reminder to practitioner
  ↓
End loop

Workflow Categories

Workflows are organised into categories to keep your list manageable:

Category	Examples
Client Management	Welcome sequences, consent expiry, inactive re-engagement
Appointments	Reminders, no-show follow-up, telehealth checks, recurring books
Billing	Auto-invoicing, payment reminders, Medicare bulk billing
Clinical	Note signing, risk escalation, MHCP tracking, assessment follow-up
Communications	Birthday messages, recall campaigns, feedback requests
MHCP Compliance	Session tracking, plan expiry, limit warnings
Tasks	Task creation, assignment, completion workflows
Administrative	Credential checks, document retention, daily summaries

Getting Started

Creating Your First Workflow

1. Go to Workflows in the Practice section of the sidebar
2. Click Create Workflow
3. Choose a template or start blank
4. Add your trigger
5. Add actions and conditions
6. Test the workflow
7. Activate when ready

Using Templates

Praxi includes a large library of pre-built templates across clinical, billing, communication, and administrative categories. Some commonly used templates include:

Template	Description
Appointment Reminder Sequence	SMS and email before sessions
New Client Welcome Sequence	Email, intake forms, and scheduling prompt
Invoice Overdue Escalation	Multi-step payment reminder sequence
Unsigned Notes Reminder	Daily AHPRA compliance check
Client Birthday Greeting	Annual client message
MHCP Session Tracking	Monitor Mental Health Care Plan sessions
Post-Session Note Reminder	Prompt practitioners to complete notes
No-Show Follow-up	Automatic follow-up after missed sessions

To use a template:

1. Go to Workflows → Templates
2. Browse available templates by category
3. Click Use Template
4. Customise as needed
5. Activate

AI Co-builder (Pro and Enterprise)

Prefer to describe your automation in plain English? The AI Co-builder lets you type what you want the workflow to do and receive a complete proposal — trigger, steps, and connections — ready to review and apply to the canvas. The AI never saves or activates anything; you stay in control throughout.

Workflow Limits

By Plan

What you can do with workflows depends on your subscription tier:

Capability	Essentials	Pro	Enterprise
View & enable workflows	Yes	Yes	Yes
Adjust workflow variables	Yes	Yes	Yes
Clone & edit workflows	No	Yes	Yes
Create custom workflows	No	Yes	Yes
Delete workflows	No	No	Yes

Execution Limits

Limit	Value	Reason
Max nodes	100 per workflow	Performance
Max depth	50 levels	Complexity
Delay maximum	Weeks (no hard cap)	Practical limit
Loop iterations	1,000 per loop	Prevent runaway
Workflow timeout	5 minutes	Resource management

Monitoring Workflows

Execution History

View past executions:

1. Go to Workflows, open the workflow, then select History
2. See all executions with status
3. Click to view execution details
4. Review each node's result

Execution Status

Status	Meaning
Pending	Queued and waiting to start
Running	Currently executing
Paused	Waiting at a delay, approval, or form node
Completed	Finished successfully
Failed	Error occurred
Cancelled	Manually stopped

Error Handling

Praxi includes automatic retry and circuit breaker protection. When a node fails, the system retries up to 3 times with increasing delays (exponential backoff). If a service continues to fail, the circuit breaker stops sending requests to allow it to recover.

When workflows fail:

1. Check execution history for error details
2. Review the failed node's configuration
3. Check input data validity
4. Verify external service availability
5. Fix and retry if needed

AI Agent Triggers

Workflows can be triggered by AI agents, but this is disabled by default for safety. When enabled, AI-triggered workflows always require human approval before executing (per PsyBA 2025 Code of Conduct).

To allow AI triggers on a workflow:

1. Open the workflow in the builder
2. Go to Settings
3. Enable Allow AI trigger
4. Optionally configure which roles can approve AI-triggered executions

AI Clinical Actions

AI-suggested clinical actions (such as notes, assessments, or treatment plan changes) always require human approval regardless of the workflow configuration. This cannot be overridden.

Dry Run and Testing

Before activating a workflow, you can run a dry run to simulate execution without making any actual changes:

1. Open the workflow in the builder
2. Click Test in the toolbar
3. Enter sample trigger data
4. Click Run Test
5. Review the simulated execution step by step -- no emails are sent, no records are created

The dry run shows estimated timing for each node and highlights any potential errors in your configuration.

Best Practices

1. Start simple - Begin with 3-5 node workflows
2. Test thoroughly - Use dry run mode before activating
3. Monitor executions - Review history regularly
4. Use descriptive names - "New Client Intake" not "Workflow 1"
5. Document purpose - Add notes explaining the workflow
6. Set error notifications - Get alerts on failures
7. Review monthly - Optimise based on results

Permissions

Action	Who Can Do This
View workflows	Practice owner, practice manager
Create/edit workflows	Practice owner
Activate workflows	Practice owner
View execution history	Practice owner, practice manager
Delete workflows	Practice owner
View workflow analytics	Practice owner, practice manager

Troubleshooting

Workflow Not Triggering

1. Verify workflow is active (not paused)
2. Check trigger conditions match event
3. Verify user has required permissions
4. Review execution history for errors
5. Check workflow limits not exceeded

Actions Not Executing

1. Check condition logic is correct
2. Verify action configuration complete
3. Check external service credentials
4. Review error messages in history

Performance Issues

1. Reduce workflow complexity
2. Avoid unnecessary delays
3. Limit loop iterations
4. Consider splitting into multiple workflows

Related

• AI Co-builder
• Workflow Triggers
• Workflow Conditions
• Creating Workflows
• Notification Settings

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