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Workflow automation lets your agency run repeatable processes without someone triggering each step by hand.
Building and changing workflows requires the Professional plan. On Basic you can still view existing workflows and their run history — you cannot create or modify them. See Plans and modules.

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Workflows

Automation workflow definitions with triggers, step counts, and execution status. Columns: Name · Trigger · Status · Version · Last Run · Runs
Last Run is the fastest health check. An active workflow that has not run when you expect it to has a trigger problem, not a step problem.

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Step types

A workflow is a sequence of steps. Nine types are available:

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Branch conditions

branch compares a field against a value using one of: equals, not equals, greater than, greater or equal, less than, less or equal, contains, does not contain, exists, and does not exist.

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Notify targets

notify can address a specific user, everyone in a role, or everyone subscribed to a notification type. Delivery is by email, in-app, or both.
Notification templates deliberately expose only identifier-like and count-like fields — ids, counts, totals, statuses, codes. Free-text fields that could carry protected health information are never copied into a message. Do not try to work around this by moving PHI into a field with an id-like name.
create-task raises at most 100 tasks per run. A workflow matching more rows than that will not silently flood your task list.

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Credentials

Stored credentials for automation integrations (tokens, API keys). Columns: Name · Service · Type · Created
These are secrets. Only staff who administer automation should have access to this tab. Rotate credentials when someone with access leaves, and never share them outside OfficeRidge.
Created is worth reviewing — a credential created years ago and never rotated is a standing risk.

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Variables

Shared variables and environment values used across automation workflows. Columns: Key · Scope · Updated Scope determines which workflows can read the variable. Use variables for values that appear in several workflows so you change them in one place.

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Executions

Automation workflow execution history with duration, status, and error tracking. Columns: Workflow · Trigger · Status · Started · Duration (ms) · Retries Retries is the field that reveals instability. A workflow that succeeds only after retries is failing intermittently and will eventually fail outright.

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Runs

Automation job run records with processing counts and error logs. Columns: Automation · Trigger · Status · Started · Processed · Affected · Duration (ms) A run that processed many records but affected none either had nothing to do or is not matching what you expect.

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Checks OfficeRidge runs for you

Separately from workflows you build, OfficeRidge runs its own scheduled checks. You do not configure these — they raise findings in Quality and audits and send notifications.
Two of these directly protect revenue. Unbilled Visit Sweep finds verified visits that never became a claim, and Timely Filing Deadline Watch warns before a claim can no longer be filed. Both raise findings you can work from Quality and audits.

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Diagnosing a workflow that is not working

1

Check the workflow status

An inactive workflow does not run regardless of its trigger.
2

Check Last Run

If it is older than expected, the trigger is not firing.
3

Review recent executions

Look at status, duration, and especially Retries.
4

Check the run detail

Compare Processed against Affected to see whether it matched anything.
5

Verify credentials and variables

An expired credential or a changed variable breaks a previously working workflow.

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Before you change a workflow

1

Note the current version

So you know what to return to.
2

Understand what it currently affects

Check recent runs for Affected counts.
3

Make the change

The version increments.
4

Watch the next execution

Confirm status, retries, and affected counts look as expected.
Automation changes records in bulk. A workflow that affects the wrong records affects many of them before anyone notices. Review the Affected count after the first run following any change.

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Troubleshooting

Integrations

Webhooks and external connectors.

Task Manager

Recurring task rules.