Creating a Birthday Automation

Follow the steps below to create a new automation, set filters, configure templates, and schedule the automation.

1. Create a New Automation

1. From Reports, open the Automation screen.
2. Click Add New at the bottom.
3. Enter a Name for your automation.
4. In Table Link, select Anm → Cln from the dropdown.
5. Under Use Following Tables, select:
   • Client
   • Patients
6. On the right under Special Filters, change One Entry Per to Patient.
7. Click Save.
   

2. Set Filters

1. Highlight the automation you just created and open the Filters tab.
2. Click Edit (top right) and untick unnecessary filter options to hide them.
3. Configure the following filters:
   • Birthday: Set to On Date.
     
   • Date: Set to Today
   • Cln Status: Set to Active.
   • Anm Status: Set to Active.
4. Click Save.
   

3. Set Up the Template

1. Highlight your automation and click Properties.
2. Select your communication method:
   • You may send Email or SMS, but not both simultaneously.
   • A fallback method may be configured if the primary option is unavailable.
3. Under Use Marketing Flag, choose:
   • If email entered or
   • If SMS entered
4. Under Template to Use, select an existing template or create a new one.
5. Templates support mail merge fields (e.g., Client Name, Subject).
6. Click Save after creating or selecting a template.
   

4. Configure the Schedule

1. Highlight the automation and open the Schedule tab.
2. Enter a description for the automation.
3. Set the following:
   • Start Date: Today or your preferred date.
   • End Date: Leave blank unless you want the automation to stop on a specific date.
   • Repeat Every: 1 Day.
4. Select a cutoff time for sending messages (mid‑morning recommended).
5. Configure:
   • Channel 1: SMS or Email
   • Channel 2: SMS or Email (fallback)
6. Click Save.
   You may pause the automation anytime by selecting Pause.

5. Test the Automation

1. Go back to the Filters tab.
2. Click Test to preview results based on your filter settings.
3. Verify the correct records appear before activating the automation live. (There may be no patients with birthdays today, change a test patient birthdate to today and test if one available).
   

6. Finish

1. Close the automation window once all steps are complete.
2. The automation will automatically begin running the following day.
3. Messages will be sent at the configured cutoff time.