Workflow Builder
Visual workflow designer for creating custom PDF processing pipelines
Overview
The Workflow Builder provides a visual drag-and-drop interface for creating custom document processing workflows. Build Tier 1 (de-identified) or Tier 2 (BAA-covered) workflows by connecting specialized PDF processing nodes.
Key Features:
- Drag-and-drop node placement on canvas
- Visual connection of workflow steps
- Real-time configuration of node parameters
- Workflow validation before deployment
- Execution history and debugging
Accessing the Workflow Builder
Navigate to Workflows
Go to System Admin → Workflows from the main navigation
View All Workflows
The Workflows page displays all existing workflows with their status, category, and last updated date
Create New Workflow
Click + New Workflow button (top-right) to open the visual workflow builder
Edit Existing Workflow
Click the Edit button next to any workflow to modify it in the builder
PDF Workflow Nodes
The PDF Workflow section in the task library contains specialized nodes for document processing:
PDF Input
Accept PDF file upload and extract text content for downstream processing.
Inputs: PDF file (user upload)
Outputs: Extracted text, page count, file metadata
Configuration: OCR options, page range selection
PHI Detection
Scan document text for Protected Health Information using AI-powered entity recognition.
Inputs: Document text (from PDF Input or other source)
Outputs: PHI entities (type, value, confidence), entity count, entity types
Configuration: Confidence threshold, entity types to detect
Smart Redaction
Redact PHI with tokenization for reversibility. Preserves clinical terms for accurate AI processing.
Inputs: Document text, PHI entities, workflow execution ID
Outputs: Redacted text, token map ID, redaction count
Configuration: Strategy (full/selective/preserve_clinical), tokenization, date granularity
Output Validation
Scan output for residual PHI and validate data quality before transmission.
Inputs: Output data, allowed PHI fields, schema definition
Outputs: Validation passed/failed, residual PHI found, risk level, quality score
Configuration: PHI scan toggle, allowed fields, blocking behavior, JSON schema
API Post
Securely transmit data to external API endpoints with authentication, TLS enforcement, and retry logic.
Inputs: Endpoint config ID, data payload, workflow execution ID, dry run flag
Outputs: Success/failure, HTTP status, response body, transmission ID, latency
Configuration: Endpoint selection, dry run mode
Compliance Gate
Validate BAA status and Tier 2 eligibility before processing identifiable PHI.
Inputs: Check types (baa_signed, baa_not_expired, tier2_enabled)
Outputs: Passed/failed, failure reasons, BAA status details
Configuration: Required checks, blocking behavior
Building a Workflow
Follow these steps to create a PDF processing workflow:
Step 1: Fill in Workflow Details
When the builder opens, you'll see a "Workflow Details" form at the top. Fill in the required information:
- Workflow Name (required): Enter a descriptive name (e.g., "Prior Authorization - Tier 1")
- Category: Select from Document Processing, Data Extraction, Compliance, Integration, or Custom
- Description: Explain what this workflow does (optional but recommended)
- Icon: Choose an emoji to represent the workflow (e.g., 📄, 🔒, ⚡)
Name: "Prior Authorization - Tier 1" ✓ Category: Document Processing Description: "Process prior auth documents with PHI redaction" Icon: 📄
Step 2: Drag Nodes to Canvas
From the task library on the left, drag PDF workflow nodes onto the canvas:
- Drag "PHI Detection" node first
- Add "Smart Redaction" below it
- Add "Output Validation" next
- Optionally add "API Post" for transmission
Step 3: Connect Nodes
Click and drag from output handle (right side) to input handle (left side) of next node:
Connections show data flow direction and execution order. Always start with PDF Input for document workflows.
Step 4: Configure Nodes
Click on a node in the canvas to configure it in the right panel:
- Step Details: Shows the selected node's name and type
- Variable Mapper: Configure where each input comes from (User Input, Previous Step, Static Value, or System Variable)
- Map required inputs first (marked with *) - these must be configured for the workflow to be valid
- Optional inputs can be left unmapped or set to default values
Step 5: Define Input Mappings
For each node parameter, choose the data source:
- User Input: Data provided when workflow executes (e.g., documentText)
- Step Output: Output from a previous node (e.g., "PHI Detection" → entities)
- Static Value: Hardcoded value you enter (e.g., confidenceThreshold: 0.8)
- System Variable: Auto-generated by the system (e.g., execution_id, timestamp)
Step 6: Save Workflow
When you're done configuring:
- Click the Save Workflow button in the top-right corner
- The workflow will be validated - fix any errors shown (missing name, incomplete node configurations)
- On successful save, you'll be redirected to the Workflows list
- From the list, you can Edit, Run, Duplicate, or Delete the workflow
💡 Tip: Use the "Test Workflow" button to dry-run the workflow before saving to catch configuration issues early.
Example: Tier 1 Workflow
A complete Tier 1 workflow that de-identifies documents before processing:
PDF Input
Input: pdfFile (user upload) → Output: extractedText, pageCount
PHI Detection
Input: extractedText (step 1) → Output: entities
Smart Redaction
Input: extractedText (step 1), entities (step 2), execution_id (system)
Config: strategy=preserve_clinical, tokenize=true
Output Validation
Input: redactedText (step 3), allowedPHIFields=[] (empty), scanPHI=true
Blocks if any PHI detected in output
API Post
Input: validatedData (step 4), endpoint="FHIR Server", dryRun=false
Transmit de-identified data to external API
Example: Tier 2 Workflow
A Tier 2 workflow that preserves PHI under BAA coverage:
Compliance Gate
Checks: baa_signed, baa_not_expired, tier2_enabled
Blocks workflow if BAA not valid
PDF Input
Input: pdfFile (user upload) → Output: extractedText
PHI Detection
Input: extractedText (step 2) → Detects PHI but does NOT redact (for monitoring only)
Output Validation
Input: extractedText (step 2), allowedPHIFields=["patientName", "patientId", "dateOfBirth"]
Allows PHI in designated fields, blocks unexpected PHI
API Post
Transmit identifiable PHI to BAA-covered endpoint
Full audit logging with payload hash
Deploying Workflows
Test workflows with sample data before deploying to production:
Dry Run Mode
Enable dry run in API Post nodes to simulate transmission without actually sending data.
Test Execution
Use "Execute Workflow" button with sample document text to validate each step.
Review Step Outputs
Examine output from each node to verify data transformations are correct.
Check Audit Logs
View execution history to troubleshoot failures and monitor performance.
Best Practices
Always include output validation
Critical safety net to prevent PHI leakage
Use descriptive node names
Helps team members understand workflow purpose
Test with sample data first
Validate workflow before deploying to production
Document workflow purpose
Add detailed description explaining use case and data flow
Use compliance gates for Tier 2
Automatically enforce BAA requirements
Monitor execution history
Review for patterns in failures or performance issues