Triggers reference
A trigger is the event that starts a workflow — the moment it happens in Open Dental (or an integration), the workflow runs. Each workflow has exactly one trigger. Add it by dragging from the Triggers tab onto the canvas.
One workflow per trigger
Section titled “One workflow per trigger”This is the single most important rule when picking a trigger: each trigger can only be used by one workflow on your site. Drag or save a trigger that’s already in use and Teamio blocks it with A workflow with this trigger already exists (“<name>”). Each trigger can only be used by one workflow. To do several things off the same event, add multiple actions to that one workflow — don’t try to build a second workflow on the same trigger.
Live triggers
Section titled “Live triggers”| Trigger | Fires when… | Common use |
|---|---|---|
| Appointment Scheduled | a new appointment is booked in Open Dental | confirmations, new-patient welcome, pre-visit instructions |
| Appointment Broken | an appointment is cancelled / marked broken | same-day rescue text to rebook |
| Appointment Completed | an appointment is checked out as complete | post-op instructions, review requests, recare reminders |
| Procedure added via Procs Quick Add | a procedure is added through Account → Procedures → Quick Add in Open Dental (no appointment needed) | procedure-specific follow-up outside an appointment |
| Mango Voice Event | your Mango Voice phone system reports an event, e.g. a missed call | missed-call follow-up text/task |
On the workflow list page, the Mango Voice trigger is labeled Missed Call (in the filter chips and card summaries), while the builder palette calls it Mango Voice Event — they’re the same trigger.
Mango Voice Event has settings
Section titled “Mango Voice Event has settings”The Mango Voice Event trigger node is configurable: select it to open an Event Type dropdown. Today the only option is Missed Call, but the dropdown is there for future event types.
Timing is trigger-aware
Section titled “Timing is trigger-aware”The Send When (for messages) and Due Date (for tasks) dropdowns change based on the trigger you chose — there’s no generic “any time before or after.” Timing is always in whole-day steps, never hours.
| Trigger | Send When / Due Date options |
|---|---|
| Appointment Scheduled | Immediately · On the Day of Appointment · 1, 2, 3 Days Before Appointment · 1 Week Before Appointment |
| Appointment Completed | Immediately · 1 Day After · 2 Days After · 1 Week After Appointment is completed |
| Appointment Broken | Immediately · 1 Day After · 2 Days After · 1 Week After Appointment is Broken |
| Procedure added via Procs Quick Add | Immediately · 1 Day After · 2 Days After · 1 Week After Procedure is Added |
| Mango Voice Event (Missed Call) | Immediately · 1 Day · 2 Days · 1 Week from Now |
So Appointment Scheduled offers before-style timing (it’s looking ahead to a future visit), while Completed, Broken, Quick Add, and Mango Voice offer after-style timing (they react to something that just happened).
Missed-call placeholders
Section titled “Missed-call placeholders”When the trigger is Mango Voice Event, the task rule’s description supports placeholders that Teamio fills in from the call: {{callerNumber}}, {{callerId}}, {{callTime}}, and {{dialedNumberName}} (shown as a hint in the task editor). For this trigger the Proc Code column is hidden, since there’s no procedure context.
Coming soon (visible but not yet selectable)
Section titled “Coming soon (visible but not yet selectable)”These appear greyed under a Coming Soon group in the Triggers tab, so you can see what’s on the way:
New Patient · Pre-Auth Marked As Received · # Teamio Followups Completed · A Procedure Is Marked As Referral · New Website Form Submission · Facebook Lead Generated · Google Lead Generated.
In the Suggested Workflows section on the list page, Follow-up Form, Follow-up Task, and Patient Intake are placeholders that will become buildable as these triggers ship. (That section also contains cards that are buildable today — Broken Appointment Alert and Missed Call Follow-up — so the section is a mix of ready and Coming Soon. See Templates and suggestions.)
How triggers and actions fit together
Section titled “How triggers and actions fit together”Pick the trigger that matches the moment you want to act on, then attach actions. A few triggers unlock extra options:
- Appointment Scheduled adds the For New Patients Only filter on the text and email actions.
- Appointment Completed adds the smart Provider who completed the procedure and Whoever marked Apt Complete assignees on the task action.