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Workflow Builder

Workflows let you chain actions together with triggers, conditions, and approval gates to automate repetitive practice operations. A workflow might send a reminder SMS 24 hours before an appointment, or route a new Medicare claim through practitioner approval before submission.

What Is a Workflow?​

A workflow is a sequence of nodes connected on a visual canvas. Each node performs a specific function:

Node TypePurpose
TriggerStarts the workflow (event, schedule, manual, webhook)
ActionExecutes a Praxi action (e.g., send email, create invoice)
AgentDelegates a decision to an AI agent
ConditionBranches based on a true/false evaluation
RouterBranches to multiple paths based on data values
ApprovalPauses until a human approves or rejects
DelayWaits for a duration or until a specific time
LoopRepeats a section for each item in a list
NotificationSends an in-app or push notification
FormCollects input from a user mid-workflow
Document GenerateProduces a document from a template
EndTerminates a workflow path

Creating a Workflow​

Step 1: Open the Builder​

  1. Navigate to Workflows in the Practice section of the sidebar
  2. Click Create Workflow
  3. Choose Start from scratch or select a template

Step 2: Name and Describe​

Click the workflow title to edit it. Use a descriptive name that explains the purpose:

Good NameAvoid
"New Client Welcome Sequence""Workflow 1"
"Invoice Overdue Reminder (7 days)""billing reminder"
"AHPRA Credential Expiry Alert -- 30 Days""expiry check"

Step 3: Add a Trigger​

Drag a Trigger node from the palette onto the canvas. Configure the trigger type:

Trigger TypeWhen It Fires
EventWhen something happens (e.g., client created, note signed)
ScheduleAt a recurring time (e.g., every Monday at 9am AEST)
ManualWhen a user clicks "Run" from the palette or workflow list
WebhookWhen an external system sends a POST request
Invoice EventOn invoice lifecycle changes (created, paid, overdue)
Client EventOn client record changes (intake, discharge, update)
Form EventWhen a form is submitted
Feedback EventWhen feedback is received

Step 4: Add Action Nodes​

Drag Action nodes from the palette and connect them to the trigger. Each action node maps to a Praxi action from the action registry. Click the node to configure its parameters.

Step 5: Configure Parameters with Variable Mapping​

Action parameters can reference data from earlier nodes using the {{ }} syntax:

{{ trigger.data.client.email }}
{{ nodes.send_welcome_email.result.messageId }}
{{ nodes.create_invoice.result.id }}

The properties panel shows available variables from all upstream nodes. Click a variable to insert it.

tip

Hover over any variable chip to preview its current value during test executions. This helps verify that data flows correctly between nodes.

Step 6: Add Conditions and Approval Gates​

Conditions create branching logic. For example, check whether a client has a Medicare number before attempting a claim:

Condition: trigger.data.client.medicareNumber is not empty
  True  → Submit Medicare claim
  False → Create private invoice

Approval gates pause the workflow until a human reviews and approves. Configure who can approve and what happens on timeout:

Approver: Practice Owner
Timeout: 48 hours → Skip and notify

Step 7: Validate Before Activation​

Click Validate in the toolbar. The validation panel checks for:

  • Unconnected nodes
  • Missing required parameters
  • Invalid variable references
  • Unreachable paths
  • Permission conflicts (actions requiring higher permissions than the workflow owner holds)
warning

A workflow cannot be activated until all validation errors are resolved. Warnings are informational and do not block activation.

Monitoring Execution​

Readiness Indicators​

Each node shows a readiness badge on the canvas:

BadgeMeaning
ReadyAll parameters configured, dependencies met
IncompleteMissing required parameters
BlockedDependency unavailable (e.g., integration offline)

Execution Visualiser​

After activation, open a workflow and click Executions to see live and historical runs. Each execution shows:

  • The path taken through the workflow
  • Time spent at each node
  • Input and output data for each node
  • Error details for failed nodes

Nodes are colour-coded: green for success, amber for waiting/approval, red for failed, grey for skipped.

Error Handling​

Configure error behaviour on each action node:

StrategyBehaviour
RetryRe-attempt the action (up to 3 times with exponential backoff)
SkipMark the node as skipped and continue to the next
AbortStop the entire workflow execution

Failed executions appear in the Executions tab with full error details. You can manually retry a failed execution from the point of failure.

Workflow-Level Undo​

When a workflow execution completes, you can undo the entire execution if all of its actions are individually reversible. This rolls back every action in the chain, in reverse order.

info

Workflow-level undo is only available while all individual action undo windows are still open. Once any action's undo window expires, the workflow can only be partially reversed. See Undo & Recovery for time windows.

Who can use the Workflow Builder​

Creating and editing workflows requires a Pro or Enterprise plan. Within those plans, practice owners, practice managers, and clinical supervisors can create, edit, activate, and pause workflows across the practice. On Essentials, workflows can be viewed, enabled, and have their variables adjusted — but not created or edited. All staff roles can view workflows and their execution history.

Build with AI​

On Pro and Enterprise plans, the workflow builder includes a Build with AI option — describe the automation you want in plain language and Praxi's AI Co-builder drafts the workflow for you to review. See AI Workflow Co-builder.

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