Workflows: Adding & Automating Workflow Tasks

Automated tasks allow Doulado to complete routine actions for you as clients move through a workflow. You can choose what action should happen, who it should come from, and when it should run, whether that's immediately, after a delay, or based on a client's gestational age or baby's age. The steps below walk you through setting up an automated task and configuring it to work the way you need.

Adding Automated Tasks

Automated tasks allow Doulado to perform actions on your behalf as clients move through a workflow.

To add an automated task:

1. Open the desired phase (Phase must be paused to add/edit tasks)

2. Click + Add New Task at the bottom of the phase, or click on a task row to edit and add automation

3. Enter a name for the task

• Select the action you would like to automate:

1. Send Email Notification
2. Send SMS Notification
3. Send Resource
4. Send Paperwork
5. Send Invoice
6. Send Message
7. Add a Note
8. Change Status
9. Add to Phase
10. Remove from Phase
11. Assign provider to journey
12. Assign provider/due date to task

4. Optionally add a description to explain the purpose of the task.

5. Choose Who the Action Comes From

Many actions, such as messages, paperwork requests, emails, and notes, can be sent on behalf of a specific person.

You can choose to:

• Leave the sender blank, which will use the first assigned provider
  • If this is chosen, and there is not a provider assigned to this journey, the task will come from the first team owner
• Select a specific team member (such as an intake coordinator, administrator, or agency owner)
• Select an assigned provider role so the action comes from a certain provider assigned to the client
  • If more than one of these roles are assigned, it will come from the first assigned

6. Configure When the Task Runs

Next, choose when the task should be completed:

• When Manually Checked: The task will run when someone manually checks the task off in the workflow.
• After a Delay: Run the task a specified amount of time after the client enters the phase or after the previous task is completed.
• At a Gestational Age: Run the task when the client reaches a specific week of pregnancy. You can select a common milestone from the dropdown or enter a custom week.
• At a Baby's Age: Run the task a certain period of time after the baby was born. You can select a common milestone from the dropdown or enter a custom number of weeks.

Note: Manually checking off a task completes it immediately. Automatic tasks configured to run Immediately will execute during the next processing cycle, typically within about one minute.

7. Select Content

Depending on the action selected, choose the content you would like to send, such as:

• Email templates
• SMS templates
• Resources
• Paperwork packets
• Message templates
• Invoices

8. Once your settings are complete, click Save.
9. The task will now appear in the workflow and will run automatically when its conditions are met, and the tasks before it are completed.