Create and run Clinic Workflows with Sidekick

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Clinic Workflows are available when your clinic and user account have access. They are shared across the clinic so eligible teammates can run the same prepared process without rebuilding its steps each time.

Need an example? 👉 Browse the workflow catalog.

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What a Clinic Workflow does

A Clinic Workflow gives Sidekick a prepared sequence of steps for work your clinic repeats. Depending on the workflow, Sidekick may gather information, work with an available connected system, use public web information, create a report, or prepare follow-up work.

When you run one, Sidekick starts the process separately from the chat, creates a Task due today (assigned to you, or to Tabflows where your practice lets Tabflows take tasks), and shows progress in both places. You can continue other work while it runs.

Clinic Workflows are different from saved prompts:

• A saved prompt places reusable text in the message box for you to review, edit, and send.
• A Clinic Workflow runs a prepared multi-step process and tracks its progress in a Task.

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Run a Clinic Workflow

1. Open Sidekick or the conversation where the work belongs.
2. Select Workflows.
3. Choose the saved workflow. That starts the run in Sidekick, and in My chat or a Team channel when the workflow needs no information.
4. If it needs information, answer Sidekick’s question in Sidekick; in My chat or a Team channel, complete the starter line added to the composer and send it. This does not rewrite the saved workflow.
5. Follow its linked Task and job cards in the conversation; the live card with checklist and activity appears only for a run started in the Sidekick chat where the workflow was created.

If the workflow card says Needs someone to sign in, or a job card says Waiting for a sign-in in the workspace, an eligible teammate must sign in to the named system or workspace before the work can continue. Treat the returned result or Done state—not merely the start—as confirmation that the work finished.

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Follow the Task and result

The workflow Task is assigned to the person who started the run, or to Tabflows where your practice lets Tabflows take tasks, and is due today. Its checklist follows the workflow steps so progress stays visible outside the chat.

When the workflow succeeds, Sidekick completes the workflow Task and returns the result in the conversation. A report may also be available as an Artifact. Review the result before sharing it, charting from it, or acting on it.

If the workflow fails, the Task remains open so the problem does not disappear. Read the job or workflow card and Task Comments for the failed step or next instruction.

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Create a Workflow

Workflow authoring is separate from permission to run workflows. If you can run workflows but do not see Create a workflow, New workflow, or the edit control, ask Tabflows Support whether authoring is available for your account.

If authoring is available:

1. Open Sidekick and choose Create a workflow when no workflows exist, or New workflow when your clinic already has workflows.
2. Describe the outcome your clinic wants.
3. Answer Sidekick’s questions one at a time.
4. Review the prepared workflow card, including its name, description, clinic systems, instructions, and step count.
5. Expand the steps and check that each one is clear, necessary, and safe for teammates to reuse.
6. Choose Save, then Run it when you are ready to test it; for a workflow with an input, ask Sidekick to run it and give the input.

A Clinic Workflow can use connected clinic systems, public web information, or both. Do not add a system merely to satisfy a form label; choose only what the workflow actually needs.

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Edit or remove a Clinic Workflow

If you have authoring access, point to or focus the workflow and choose the pencil.

1. Review the workflow name, description, clinic systems, and instructions.
2. Select a step to edit its text. Press Enter or leave the field to keep the edit; press Escape to undo the edit.
3. Choose Add step to add another action. A workflow must keep at least one step and can have up to 20.
4. Delete a step that the workflow no longer needs.
5. Reorder steps on a computer by dragging the handle, or focus the handle and use the up or down arrow key.
6. Review the final order, then Save.

A run works through the saved steps in order and shows them as its checklist. Use Steps for the actions the workflow performs; use Instructions for background, rules, and exceptions.

Editing changes future runs. It does not rewrite a run already in progress.

To remove the shared workflow entirely, choose Delete from the same edit dialog and confirm the removal.

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Where progress and results appear

• The Task and job cards stay in the originating conversation, with the workflow card for a run started where the workflow was created.
• A linked Task tracks ownership, checklist progress, and comments.
• Report or workspace job cards can show progress and the returned result.
• Sidekick posts the final practice-facing result back to the conversation.

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Availability and boundaries

• Workflows and workflow authoring are account-dependent.
• A workflow supports one requested input per run.
• In Team channels, the conversation is shared; My chat is private.
• Do not treat an external action as complete until its card, result, or linked Task confirms completion.

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If a Workflow is unavailable or does not finish

• If the Workflows menu or authoring control is missing, it may not be enabled for the account.
• If a run needs sign-in, have an eligible teammate sign in to the named system, then resume or retry from the conversation.
• If a run appears stuck, review its activity and linked Task, confirm whether the external result exists, and contact Tabflows Support with the workflow name and approximate run time.

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