Available CRM Actions

A CRM Action is a component that you can use inside a workflow to automate tasks. It lets you manage data and communicate with patients efficiently, saving you time and effort.

This reference page serves as a quick dictionary for all the available CRM Resources and the specific actions you can perform with each one. Use this page when you need to quickly check what's possible with resources like Orders, Subscriptions, Appointments, or Customers.

If you're looking for a step-by-step tutorial on how to set up these actions and see examples of how you can use them in your workflows, please see our How to Use CRM Actions guide.

Below is a comprehensive breakdown of each CRM resource and the specific actions you can configure in an automated workflow:

Orders
Customers
Activity
Appointments
Leads
Message
Schedule
Tasks

You’ll see that some Actions include an Extras field. What is it for?

The Extras field is useful for adding custom data in JSON format for advanced use cases. It is primarily used for two key functions:

Storing External IDs: To link your CarePortals product with other systems, like your payment processor or e-commerce platform.
Defining Custom Product Logic: Define special conditions or attributes for a product that your integrated systems can read and act upon. For example, you can specify which pharmacies should include an extra item with an order, allowing your fulfillment system to automate this process.

Orders

This resource manages customer orders.

Action	Required Parameters	Description
`Get Order`	`Order ID`	Retrieves the details of a specific order using its ID.
`Get Required Consults`	`Order ID`, `Customer ID`	Fetches the list of required consultation forms for a specific order.
`Check Has Requirements`	`Order ID`, `Customer ID` Optional Parameter: `Order Status`	Checks if an order has any pending or uncompleted requirements and returns a true/false value.
`Update Status`	`Order ID`, `Status`	Changes the status of a specific order (e.g., from Processing to Shipped).
`Check Ready to Fulfill`	`Order ID`, `Customer ID`	Checks if an order has met all conditions (e.g., requirements completed, pharmacy assigned) to be sent for fulfillment.
`Bulk Update Satisfied Orders`	`Customer ID`	It will update a customer’s order that is currently awaiting requirement due to an unanswered questionnaire. It will recheck the requirements for each order and if the order satisfies the requirements, the status will change to processing.
`Auto Assign Pharmacy`	`Order ID`	Assigns an order to the correct pharmacy based on predefined rules, such as the patient's location and product configuration.
`Assign Group`	`Order ID`, `Group Name`	Assigns an order to a specific group, such as a pharmacy or support team.
`Fulfill with last prescription`	`Order ID`	Links the most recent prescription on file for a patient to the specified order to prepare it for fulfillment.
`Fulfill last prescription and await shipment`	`Order ID`	Links the patient's last prescription to the order and automatically updates the order status to Awaiting Shipment.
`Get Eligible RX`	`Order ID`	Fetches a list of valid and eligible prescriptions that can be used for the specified order.
`Charge Order`	`Order ID, Customer ID`	Triggers the payment process for a specific order using the patient's saved payment method.
`Create Invoice Instead of Payment Intent`	`Order ID`	Stripe specific. It cancels any pending payment attempt on an unpaid order and creates an invoice instead.

Customers

This resource manages customer profiles and their associated data.

Action	Required Parameters	Optional Parameters	Description
`Find One`	`Email`, `ID`	N/A	Searches for and retrieves a single patient's profile using their email or ID.
`Create customer from lead`	`Lead Id`	`Accept Marketing`, `Insurance Available`	Converts a lead record into a patient profile.
`Update Customer by ID`	`ID`	`First Name`, `Last Name`, `Phone`, `DOB`, `Gender` Includes an Extras section.	Updates the profile information for a specific patient using their ID.
`Assign Questionnaires`	`Customer ID`, `Questionnaires`	N/A	Assigns one or more specific questionnaires to a patient for them to complete.
`Set Assigned Providers`	`Customer ID`, `Provider IDs`	N/A	Assigns or replaces the full list of healthcare providers associated with a patient.
`Add to Group`	`Customer ID`, `Group`	N/A	Adds a patient to a specific group, such as a support team or a pharmacy group.
`Add Assigned Provider`	`Customer ID`, `Provider ID`	N/A	Assign one or multiple healthcare providers to a patient's chart.
`Has ID files`	`Customer ID`	N/A	Checks if a patient has uploaded the required identification files and returns a true/false value.

Activity

This resource is used for logging activities related to a customer.

Action	Required Parameters	Optional Parameters	Description
`Create Activity`	`Type`, `Customer ID`	`Label`, `Resource ID`, `Resource Type`, `Note`, `Subject`, `Url`	Logs a new activity entry on a patient's profile, such as a note, an email sent, or a phone call

Appointments

This resource handles the scheduling and management of appointments.

Action	Required Parameters	Optional Parameters	Description
`Create Appointment`	`duration`, `reservation`, `status`, `schedule`, `lead`, `service`	N/A Includes an Extras section.	Schedules a new appointment for a patient.
`Update Appointment`	`ID`	`duration`, `status`, `schedule`, `lead`, `service`, `Payment Type`, `Payment Amount`, `Payment Status`, `Payment Message`, `Payment ID` Includes an Extras section.	Modifies the details of an existing appointment, including its status, duration, and payment information.
`Find One`	`Json Filter`	N/A	Retrieves a single appointment based on specific criteria defined in a JSON filter.
`Capture Payment`	`Appointment ID`	N/A	Initiates the payment process for a specific appointment.

Leads

This resource is for managing potential customers or leads.

Action	Required Parameters	Optional Parameters	Description
`Create/Update Lead`	N/A	`Email Field`, `firstNameFieldName`, `lastNameFieldName`, `phoneFieldName`, `dobFieldName`, and many other field name mappings. Includes an Extras section.	Creates a new lead or updates an existing one with new information.
`Update Lead By Email`	`Email`	`First Name`, `Last Name`, `Phone`, `DOB`, `Notes`, `Gender`, `HC #`, `HC Ver`, `HC Effective`, `HC Expiry`, `Address 1`, `Address 2`, `City`, `Postal`, `Province`, `Country`, `EMR ID`, `Status` Includes an Extras section.	Updates the profile information for a specific lead using their unique email address.
`Update Lead by ID`	`ID`	`First Name`, `Last Name`, `Phone`, `DOB`, `Notes`, `Gender`, `HC #`, `HC Ver`, `HC Effective`, `HC Expiry`, `Address 1`, `Address 2`, `City`, `Postal`, `Province`, `Country`, `EMR ID`, `Status` Includes an Extras section.	Updates the profile information for a specific lead using their unique ID.
`Find One`	`Email`	N/A	Retrieves a single lead's profile using their email.
`Get Payment Methods`	`Lead ID`	N/A	Fetches the saved payment methods for a specific lead.
`Convert to customer`	`Lead Id`	`Accept Marketing`, `Insurance Available`	Converts a lead record into a full patient profile. The Patient profile will be visible in the EMR Portal.

Message

This resource is for sending various types of communications.

Action	Required Parameters	Optional Parameters	Notes	Description
`Send SMS`	`Message`, `To Phone`, `From Phone`	N/A	N/A	Sends an SMS text message to a specified phone number.
`Send Email`	`To`, `From`, `Subject`, `Template`	`Reply To`	`From` field - Set up a custom email and use it to send transactional and marketing emails. Otherwise, it defaults to no-reply@notify.portals.care.	Sends an email using a specified template or custom content.
`Email Calendar Invite`	`To`, `attendeeName`, `From`, `organizerName`, `Subject`, `description`, `Template`, `start`, `duration in minutes`	`replyToEmail`, `location`, `url`	`From` field - Set up a custom email and use it to send transactional and marketing emails. Otherwise, it defaults to no-reply@notify.portals.care.	Sends a calendar invitation for an event, such as an appointment.
`Send Invoice`	`Invoice ID`, `To`, `From`, `Subject`, `Template`	`Reply To`	`Template` defaults to `#Invoice`.	Sends a pre-generated invoice to a recipient via email.

Schedule

This resource is used for finding schedule availability.

Action	Required Parameters	Description
`Find One`	`Json Filter`	Searches for and retrieves schedule availability based on specific criteria.

Tasks

This resource is used for creating and managing tasks.

Action	Required Parameters	Description
`Create Task`	`leadId`, `type`, `description`, `notes`, `status`, `tags`, `isAdminOnly`	Creates a new task and assigns it to a lead or patient.

Now that you understand the main CRM Action resources available for your workflows, you may want to explore the following pages.

How to Use Adapters: Connect your workflow to external services and perform specific actions.
How to Use the Wait Component: Add delays to control when actions happen within a workflow.
How to Use Conditions: Create logic paths by setting rules that split your workflow’s behavior.