A Guide to Using Workflows

The Workflows feature enables you to automate email notifications when certain events happen in StoriiCare — such as form submissions, care plan updates, or incident reports — helping to ensure nothing is missed and improving responsiveness across your team.

⚠️ Workflows is currently an early-stage feature. We plan to improve and expand its functionality over time. 

• Trigger automatic email notifications when specific events (triggers) happen in StoriiCare. 

• Support multiple triggers in a single workflow — if any trigger happens (e.g. a Care Plan Note was added OR a feedback form was completed), the email will fire. 

• Get Past, Present, or Future Tasks Statistics reports sent at a preferred recurrence.

• Allow you to send emails to one or more recipients when a workflow runs.  

Use Workflows to:

• Notify staff when a key form (e.g. incident report, consent form, assessment) is submitted  

• Alert management or clinical staff when a care plan is updated or completed

• Drive timely follow-up on time-sensitive tasks (assessments, reviews, overdue task follow-ups)

1. From the StoriiCare Dashboard, go to Workflows. 

2. Click the Add button (usually on the right) to create a new workflow. 

3. Give your workflow a clear name and an optional description (e.g., “Incident Report Notification — Clinical Team”).  Click Add.

4. Select your new workflow. From the Select trigger dropdown, choose Recent Action.

5. Scroll or use the search Filter to select one or more triggers: these could be recent actions like form submissions, alerts triggered, care plan notes added, etc. 

   • For forms, there is an option to select specific forms, so you only get notified for the ones that matter. 

6. Under Action, choose Send Email. 

7. In the email recipient field, add one or more email addresses (you can add as many as needed). 

8. Click Save, then Enable the workflow by toggling it on. 

For workflows related to clinical care, health events, or urgent interventions (e.g., incident reports, changes in health status, critical form submissions), we strongly recommend adding more than one email address to the workflow.

Benefits include:

• Avoiding dependence on a single staff member (who could be off duty, on holiday, or sick)

• Ensuring continuity of care and responsiveness — even if the primary staff is unavailable

• Improving accountability and reducing risk

We recommend assigning at least two recipients: for example, a clinical lead and a backup manager or continuity coordinator.

• Workflows operate using an “OR” condition across multiple triggers — if any trigger fires, the notification sends. 

• The email notification includes details about which trigger caused the alert, providing context for the recipient (see image below). 

• Recipients receive the email notification as soon as the triggering event occurs (assuming the workflow is enabled).

• You can see if an email notification was triggered by viewing the number of times that workflow was triggered on the main Workflows page.

• Workflows is in Beta, so the functionality will evolve over time. 

• Currently, the only supported action is Send Email — other actions (e.g., SMS, push-notifications, task creation) are not available. 

• Workflows should not be used as the only safety net — always ensure staff follow established protocols and audit practices, especially for clinical or critical issues.

Need More Help?

If you need further assistance, you can reach out to our support team by emailing support@storii.com. Our support team is ready to help you with any questions or issues you may have.