Automation

An automation rule does something to every new patient or staff user that it matches, as soon as they are created. For example, it can tag everyone whose email ends in @example.com with your customer’s tag, start monitoring every new patient, or assign new patients to the staff member who registered them.

Rules run only when a patient or user is created, never afterwards. Creating or changing a rule does not affect patients or users who already exist. A patient counts as new to your organization when they are created, imported, or connected to your organization for the first time.

Rules run whoever creates the patient or user. The person creating them does not need permission to tag, monitor or assign patients themselves.

The list

The Automation screen lists your organization’s rules, oldest first. Each row shows:

• the rule’s Name;
• whether it applies to new patients or new users;
• a one-line summary of what it tests;
• the actions it takes and the tags it adds;
• an Enabled switch.

Staff who can manage rules see New rule, the switch, and a menu on each row to Edit or Delete the rule. Everyone else with access sees the list read-only.

Above the list, the screen shows how many rules are enabled and how many your plan allows.

Plan limits

Your plan limits how many rules can be enabled at the same time:

Plan	Enabled rules
Essentials	3
Professional	10
Enterprise	set in your contract

The automation rule pack add-on adds 90 more: 93 on Essentials, 100 on Professional. Disabled rules do not count, so you can keep rules you use only from time to time and switch them on when needed. Creating an enabled rule, or enabling one, is refused when all your enabled rules are in use.

Creating and editing a rule

Choose New rule and fill in:

• Name, up to 100 characters.
• Applies to: new patients or new users. This cannot be changed later; create a new rule instead.
• Enabled, on by default.
• Kind, one of:
  • When: one condition, and the actions to take when it matches.
  • Switch: several cases on one field. The first case that matches decides the actions; if none does, the optional default actions run.
  • Always: no condition. The actions run for every new patient or user.

Conditions

A condition tests one of these:

• Email: the email your organization has for the patient, or the user’s email. It matches when the email ends with what you type. Start with @ for exactly one domain (@example.com) or with . for all its subdomains (.example.com). Capital letters don’t matter.
• Country: one of the countries you choose.
• Tag: the patient or user has any of the tags you choose. This includes tags added by other rules: a rule that tags a patient can make another tag rule match, up to three steps deep.
• Creator’s role: the staff member creating the patient or user holds any of the roles you choose.

In a Switch, put the most specific cases first: with .example.com above @mx.example.com, the second case can never match. Saving such a rule warns you about it.

Actions

Every rule needs at least one action, and can have up to ten in each list:

• Add tag: adds the tag you choose.
• Start monitoring (patients only): starts monitoring the patient, within your plan’s monthly monitored-patient limit.
• Creator follows the patient (patients only).
• Assign the patient to the creator (patients only).

Creator follows the patient and Assign the patient to the creator only work together with Start monitoring in the same list of actions. A rule that follows or assigns without starting monitoring can’t be saved.

To save a rule, you need to be allowed to do its actions yourself: to tag patients (or users), to monitor patients, and to assign patients to staff. Making the creator a follower counts as assigning, since you are choosing who follows the patient. The default Administrator role can do all of these.

When an action can’t happen

The patient or user is always created. If one of a rule’s actions can’t happen, a warning names the rule and says why, for example:

• the tag it adds was deleted;
• your organization’s monthly monitored-patient limit is reached, so the patient was not monitored.

Deleting a rule

Deleting a rule stops it from running for new patients and users. What it already did to existing ones stays: tags it added remain, and monitoring it started continues until someone stops it.