Workflow Triggers

Triggers define when workflows start executing. Choose from event-based, scheduled, manual, or webhook triggers to automate your practice.

Trigger Types

Type	Description	Example
Event	Fires when something happens	Appointment booked
Schedule	Fires at specific times	Daily at 9am
Manual	User initiates	Button click
Webhook	External system calls	Xero invoice paid
Invoice Event	Invoice lifecycle events	Invoice overdue, payment received
Client Event	Client-specific events	Client created, risk flagged
Form Event	Form submitted, started, or expired	Intake form completed
Feedback Event	Feedback ticket events	Feedback submitted, resolved
Email Event	Inbound email received	Enquiry email arrives
Signal Event	Generic inbound signal	External system signal

Event Triggers

Event triggers fire automatically when specific actions occur in Praxi.

Client Events

Event	Fires When	Data Available
Client created	New client added	Client details
Client updated	Client info changed	Old/new values
Client archived	Client archived	Client ID, reason
Client risk flagged	Risk indicator added	Risk level, type
Client birthday	Client's birthday	Client details
Client inactive 30d	No activity for 30 days	Client ID
Client inactive 90d	No activity for 90 days	Client ID

Intake & Pipeline Events

Event	Fires When	Data Available
Intake created	A new intake/enquiry arrives	Intake details
Intake accepted	An intake is accepted	Intake details
Intake declined	An intake is declined	Reason
Intake waitlisted	An intake is moved to the waitlist	Intake details
Intake SLA approaching	An intake nears its response deadline	Deadline, urgency
Intake SLA breached	An intake misses its response deadline	Deadline, urgency
Intake completeness updated	Required intake information changes	Completeness state
Pipeline stage changed	A client moves between pipeline stages	Old/new stage
Pipeline gate failed	A stage-gate requirement fails	Gate details
Pipeline auto-advanced	A client auto-advances a stage	Old/new stage

Appointment Events

Event	Fires When	Data Available
Appointment created	Appointment booked	Full appointment
Appointment updated	Appointment changed	Old/new values
Appointment cancelled	Appointment cancelled	Reason, who
Appointment arrived	Client checks in	Check-in time
Appointment completed	Session ends	Outcome
Appointment no-show	Client didn't attend	Marked time
Appointment reminder (24h)	24 hours before session	Appointment data
Appointment reminder (1h)	1 hour before session	Appointment data
Appointment overdue	Session past due	Appointment data
Appointment series started	First in a recurring series	Series details
Appointment series completed	Last in a recurring series	Series details
Telehealth started	Video session begins	Session details
Telehealth ended	Video session concludes	Session details

Clinical Events

Event	Fires When	Data Available
Note created	Note started	Note ID, client
Note signed	Note finalised	Signer, timestamp
Note amended	Addendum added to signed note	Amendment details
Assessment completed	Assessment finished	Scores, flags
Assessment scored	Assessment scoring calculated	Score details
Assessment sent	Assessment sent to client	Assessment details
Treatment plan created	New treatment plan	Plan details
Treatment plan updated	Plan modified	Old/new values
Treatment plan review due	Scheduled review approaching	Plan, due date
Goal created	New treatment goal added	Goal details
Goal completed	Goal marked as achieved	Goal, outcome
Goal progress updated	Progress recorded on goal	Progress data
Diagnosis added	New diagnosis recorded	Diagnosis details
High risk assessment	High risk identified	Risk details

Billing Events

Event	Fires When	Data Available
Invoice created	Invoice generated	Invoice details
Invoice sent	Invoice emailed	Send timestamp
Invoice paid	Payment received	Payment details
Invoice overdue (7 days)	7 days past due	Days overdue
Invoice overdue (30 days)	30 days past due	Days overdue
Payment received	Any payment recorded	Payment details
Payment refunded	Refund processed	Refund details
Bulk billing submitted	Medicare bulk bill lodged	Claim details
Bulk billing paid	Bulk bill payment received	Payment details
Medicare claim submitted	MCOL claim lodged	Claim details
Medicare claim approved	MCOL claim approved	Approval details
Medicare claim paid	MCOL claim payment landed	Payment details
Medicare claim rejected	MCOL claim rejected	Rejection reason
DVA claim submitted	DVA claim lodged	Claim details
DVA claim approved	DVA claim approved	Approval details
DVA claim rejected	DVA claim rejected	Rejection reason

Medicare and DVA claim triggers fire once MCOL claiming is active for your practice (Praxi's Services Australia certification is in progress).

Team Events

Event	Fires When	Data Available
Credential expiring	Approaching expiry date	Credential type
Credential expired	Credential has expired	Credential type
Leave requested	Leave request created	Leave details

MHCP Events

Event	Fires When	Data Available
MHCP session claimed	Session claimed against plan	Session count
MHCP limit approaching	Nearing session limit	Sessions left
MHCP limit reached	All sessions used	Plan details
MHCP plan created	New Mental Health Care Plan	Plan details
MHCP plan expired	Plan has expired	Plan details

Other Events

Praxi supports many additional trigger events across other areas:

Category	Events
Outcome Measures	Improving, worsening, stable, reassessment due
Consent	Consent given, revoked, expired
Waitlist	Added to waitlist, contacted, converted to appointment
Forms	Form submitted, started, expired
Files	Uploaded, tagged, shared, retention expiring
Tasks	Task created, task completed
Transcription	Started, completed, failed, note created, refined
Packages	Purchased, expiring, expired, completed, transferred
Vouchers	Purchased, redeemed
Feedback	Submitted, stage changed, blocking submitted, resolved
Group Sessions	Scheduled, completed, cancelled

Configuring Event Triggers

1. Add a Trigger node to your workflow
2. Select Event trigger type
3. Choose the event category
4. Select specific event
5. Optionally add filters

Event Filters

Filter which events trigger the workflow:

Filter	Example	Use Case
Client type	New clients only	Welcome workflows
Appointment type	Initial consults	Intake automation
Practitioner	Specific staff	Individual workflows
Location	Melbourne office	Location-specific
Funding source	NDIS clients	Funding workflows

Event: appointment.created
Filters:
  - appointment_type = "Initial Consultation"
  - client.is_new = true

Schedule Triggers

Schedule triggers run workflows at specific times.

Schedule Types

Type	Description	Example
Daily	Once per day	Daily report
Weekly	Specific day(s)	Monday reminders
Monthly	Specific date(s)	Month-end billing
Custom (Cron)	Complex schedules	Every 2nd Tuesday

Common Schedules

Schedule	Cron Expression	Use Case
Daily 9am	0 9 * * *	Morning reports
Weekdays 8am	0 8 * * 1-5	Business hours
Monday 9am	0 9 * * 1	Weekly review
1st of month	0 9 1 * *	Monthly billing
Last Friday 5pm	0 17 * * 5L	End of week

Configuring Schedule Triggers

1. Add a Trigger node
2. Select Schedule trigger type
3. Choose frequency (daily, weekly, monthly, custom)
4. Set time and timezone
5. Save configuration

Schedule Options

Option	Description
Timezone	Your practice's timezone (defaults to Australia/Sydney)

Timezone

All schedules run in your practice's configured timezone. Daylight saving is handled automatically.

Manual Triggers

Manual triggers require a user to start the workflow.

Use Cases

Use Case	Example
On-demand tasks	Generate report now
User-initiated	Send bulk message
Testing	Test workflow before automating
Exception handling	Run manually when auto-trigger missed

Where Manual Triggers Appear

Location	Access
Workflow page	Workflows (Practice sidebar)

Configuring Manual Triggers

1. Add a Trigger node
2. Select Manual trigger type
3. Define input parameters (optional)
4. Configure who can run it
5. Set where it appears

Input Parameters

Manual triggers can request information:

Parameter Type	Example
Text	Reason for action
Select	Choose priority
Date	Schedule for date
Checkbox	Confirm action

Manual Trigger: "Send Bulk Message"
Inputs:
  - message_template (select)
  - custom_note (text, optional)
  - include_inactive (checkbox)

Webhook Triggers

Webhook triggers let external systems start workflows.

Use Cases

External System	Trigger Use Case
Xero	Invoice paid notification
Stripe	Payment success/failure
Online booking	New booking received
Form tool	Form submission
Zapier	Any connected app

Setting Up Webhooks

1. Add a Trigger node
2. Select Webhook trigger type
3. Copy the generated webhook URL
4. Configure the external system to call this URL
5. Map incoming data to workflow variables

Webhook Security

Security Feature	Description
HMAC-SHA256 signature	Verifies request authenticity (enabled by default)
IP allowlist	Only accept requests from known IP addresses
Allowed methods	Restrict to specific HTTP methods (GET, POST, PUT)
HTTPS only	All webhook URLs use encrypted transmission
Rate limiting	Prevents abuse from excessive requests

Signature Validation

By default, all webhook triggers require HMAC-SHA256 signature validation. Only disable this for trusted internal systems where signature verification is not possible.

Webhook Payload

Expected JSON format:

{
  "event": "custom.event.name",
  "timestamp": "2024-01-15T14:30:00Z",
  "data": {
    "client_id": "abc123",
    "amount": 150.0,
    "custom_field": "value"
  }
}

Testing Webhooks

1. Go to workflow settings
2. Click Test Webhook
3. Send sample payload
4. Verify workflow executes correctly
5. Review execution log

Trigger Data

Available Variables

Each trigger type provides data to subsequent nodes:

Trigger Type	Variables Available
Event	Event data, entity details
Schedule	Run time, schedule info
Manual	User inputs, runner info
Webhook	Full payload, headers

Accessing Trigger Data

In subsequent nodes, reference trigger data:

{{trigger.data.client.first_name}}
{{trigger.data.appointment.datetime}}
{{trigger.timestamp}}
{{trigger.user.name}}

One Trigger Per Workflow

Each workflow has exactly one trigger node. If you need the same logic to run from different starting points, clone the workflow and change the trigger on the copy:

Scenario	Solution
Event + manual fallback	Clone workflow, set one as event, one as manual
Schedule + webhook	Clone workflow with each trigger type
Event + catch-up schedule	Clone with event trigger and schedule trigger

Best Practices

Trigger Selection

1. Event triggers - Real-time automation
2. Schedule triggers - Batch processing, reports
3. Manual triggers - Testing, exceptions
4. Webhooks - External integrations

Performance

1. Use specific events - Avoid broad triggers
2. Add filters - Reduce unnecessary executions
3. Test thoroughly - Before activating
4. Monitor execution counts - Track usage

Security

1. Rotate webhook tokens - Periodically change
2. Use IP allowlists - For known sources
3. Validate payloads - Check data format
4. Log all executions - Audit trail

Troubleshooting

Trigger Not Firing

1. Verify workflow is active
2. Check event type matches exactly
3. Review filter conditions
4. Check permissions
5. Review execution history

Schedule Not Running

1. Verify timezone is correct
2. Check schedule syntax
3. Confirm not paused on holidays
4. Review server status
5. Check execution history

Webhook Not Working

1. Test URL is accessible
2. Verify secret token
3. Check IP not blocked
4. Validate payload format
5. Review webhook logs

Related

• Workflows Overview
• Workflow Conditions
• Creating Workflows
• API Webhooks

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