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Creating Feedback Automations

v7,v6

Creating Feedback Automations

Overview

This article provides step-by-step instructions for setting up automation for client feedback on departed appointments, including creating automation, setting filters, creating templates, and scheduling.

1. Create Automation

  1. From Reports, go to the Automation screen and select Add New at the bottom.
  2. Add a name for the automation.
  3. In the Table Link, select Apt -> Cln/Anm from the dropdown (third from the bottom).
  4. In Use Following Tables, select Client and Patients. Appointments should already be selected.
  5. On the right under Special Filters, change One Entry Per to Client. This ensures the client receives only one message even if they had multiple appointments.
  6. Click Save at the bottom.
 

2. Set Filters

  1. Highlight the automation you just created and select the Filters tab.
  2. Click Edit at the top right to hide unnecessary filter options by unticking them. We only require highlighted ones below. Click Save.
  3. Set Diary to the diary where appointments were booked (e.g., Consultation).
  4. Set Dry State to Departed for feedback on finished appointments.
  5. Set Apt Date to Today- and enter 1 in the next box (appointments from the previous day).
  6. Set Anm Status and Cln Status to Active to exclude euthanasia cases.
  7. Additionally if you are wanting to only send to new clients, set First Visit to On Date and enter Today- and 1.
  8. Click Save.
 

3. Setup Template

  1. Highlight your automation and click Properties.
  2. You can send either Email or SMS, but not both. A fallback option can be sued if one is unavailable.
  3. Under Use Marketing Flag set email or sms to 'if email/sms entered'
  4. Under Template to Use, select an existing template or create a new one.
  5. Templates support mail merge details (e.g., client name, Subject).
  6. Click Save after creating or selecting the template.
 

4. Setup Schedule

  1. Highlight the automation and go to the Schedule section.
  2. Enter a description for the automation.
  3. Set the start date to today or your desired start date.
  4. Leave the end date blank unless you want the automation to stop after a set time.
  5. Set Repeat Every to 1 Day.
  6. Choose a cutoff time for sending messages (mid-morning is recommended).
  7. Configure Channel 1 and Channel 2 for SMS or Email as needed.
  8. Click Save. You can pause the automation by selecting Pause.
  9. Run a test by going back to the Filters page and selecting Test to preview results based on filters.