WiCis CareFlows Help and FAQ’s

WiCis CareFlows Help and FAQ’s 2020-10-14T18:51:07+00:00

Access to WiCis CareFlows

To open WiCis CareFlows, log in at https://wicisflows.com We are 100% cloud-based!

After entering your username and password, you will arrive at the following MAIN screen:

Main Menu

  • My Tasks – Access to any open task that you may have as part of a CareFlow or saved but not submitted forms.
  • Admin – Access to Admin Dashboard
  • Records – Access to submitted forms with your login rights
  • CareFlows – Access to CareBuilder
  • Lists – Manage Lists for Checkboxes, Dropdowns and Radio Buttons
  • Misc – Contact, Help
  • Login Information – Account Settings, Change Password, Logout


Depending on your login rights, you can modify certain elements of your account. As a superuser, you can manage users, edit support rights, create groups or departments and manage company settings including your own logo at top of your screen.

In Company Settings you can manage your own logo, but also manage if you allow WiCis tech support to access your system. By enabling support access, you are allowing WiCis support team members to view and edit your forms. In order to preserve HIPAA compliance, this team will NEVER be able to view data generated by the use of these.

Adding users allows you to assign new users to your account with rights (user or admin). Designing your groups and departments carefully will allow you to better manage who gets to see what in a given CareFlow!


Clicking on Records takes you to a screen with the different CareFlows that are part of your account. Select the CareFlow you wish to view records for. You will now see this:

Clicking on View Records will now take you to a list of all the records (submissions) saved for this CareFlow. Under search, type text that will allow you to find a specific record (for instance name, MRN, or date of admission). Be careful in case you have two patients with similar names.

Select the result row that matches your search. You will be able to see all data submitted for this record. Editing any data will be logged in the system’s logger with time, date, and your login username.

You can also create your own Custom Report and arrange your columns in any order for your specific form.

Clicking on the PRINT icon, allows you to print the contents of the submitted form.


Click on ‘CareFlows‘ and select either a CareFlow you have worked on previously (click on Edit), or click on ‘New’.

On the top menu you will have the following choices:

  1. Design
  2. CareFlow
  3. Permissions
  4. Final Settings

1. Design

CareFlow Constructors

To add a field to your form, create a section first, and then drag and drop it where you want it to appear on it.

  • Text
  • Number
  • Time
  • Date – Time
  • Radio
  • Checkbox
  • Annotated Checkbox
  • Text Area
  • Currency
  • Date
  • Yes/No
  • Dropdown

All fields have a an attributes dialog that appears when you click on the field itself:

The above are pretty much self explanatory. Note that for each field, you can define attributes and configure it:

  • Field Name: This is the text that appears when the field is displayed.
  • Field Type: Select here if you want a text, number, date, time, dropdown, etc. field.
  • Required Field: Select ‘Yes’ if you want to force your user to use this field.
  • Field ID: This is auto-generated, but you can change it. Use this ID to reference this field in another field (for instance for calcs)
  • Default Value: Enter a value (text or number) that you wish to display by default if the field has a common value.
  • Display when formula: Enter a formula that returns a boolean value. If return equals TRUE the field is displayed.
  • Help Text: Enter text that you want displayed next to the field to aid the user in entering the input you want.
  • Maximum Number of Characters: Self-explanatory
  • Form List: If the field is a dropdown, checkbox, or radio button, you can associate it to a list which you can select or create on the fly.
  • Decimal Places: If the field is a number field, define the number of decimal places your field will display.
  • Hidden Field: The field will not display, but you can use it for doing math calculations such as item costs which can be viewed later.
  • Computed (Y/N): If yes, enter the formula that you wish the field to execute.
  • Allow user to override computed value: If ‘Yes’ the user will be able to override a calculated value for a given field. This is useful for instance when you have a time field with a NOW() formula but you wish to edit the time.
  • Validation: In the case of numbers you can set min  or max values for the field in question. For text, you can select whether you will accept text-only input, alphanumeric, regex, etc.
  • Custom Error Message: Allows you to customize an error message if validation fails.

Advanced CareFlow Constructors

  • Attachments: These allow you to attach any type of file to your Form. Use your smartphone for instance to attach an image of a wound, or an EKG that was just printed. Note that you will be able to display attachments online and resize these as part of your form.
  • Rich Text: As its name implies, you can format text in many ways with this constructor, as well as add images, links or video.
  • Signature: This constructor allows you to have the user sign the form with a touch enabled device, or even with a mouse.
  • CareFlow Video-Conferencing: Enables peer-to-peer video conferencing for the form you are working on.
  • CareFlow Vital Signs: Enables your form to extract live vital signs data from WiCis I-Streme

2. CareFlow

This is an overview of the ‘CareFlow’ step in the design of your Health-Solution or other solution with WiCis CareFlows.

CareFlows are sets of tasks to be completed in the process you are trying to achieve. Defining a CareFlow involves defining the forms themselves (imagine yourself as a photographer and forms are the pictures you take – instantaneous images) and then defining the CareFlow (now imagine yourself as a movie director) where you stitch your images together to create movement. In the first step of any CareFlow, you must decide who can start your “motion picture”.

Most CareFlow creators allow anybody to start one with a URL that you share with them with an appointment email.  Clicking on ‘Edit’ allows you to instead select an individual, group or department of users who can begin the Flow. For each step of the way you can also select a Deadline (fixed or formula based) and When it should happen (‘Always’ or a Yes/No field condition which if answered as ‘Yes’ allows the Flow to continue.).

Adding a next step gets you to the following screen:

In this screen you decide what you want from the person who receives the form in its current state (Step types):

Step Selector Tool – Many options to choose from!

1. Add Input – This generates a notification email which also requires an action. A link to that action is part of the email.

2. Approve – this a step where a request can either be accepted or rejected. As an example lets say you had a vacation request put in – at the end it will ll be approved or denied.  It’ll also generate the email like add input. Note that in this step you can select behavior after submission – that is nothing, or a redisplay which will then show a submission confirmation screen (use this for billing…)

3. Persistent End – This is a final step that will allow you to configure  the form to be updated continuously.

4. Notify via Email – Think of this step type as a notification where a nurse receives an email informing here that a doctor has seen a patient, there are certain results, but no action is required.

5. Notify via SMS – Create an SMS notification to a phone entered on a field within the form.

6. Payment Step – Setup payments in your system from the major credit cards, Paypal or Stripe!

How to Add Stripe or Paypal Billing to a CareFlow

  • First go to Stripe or Paypal and set up a merchant account. We will use Stripe in the following example. The steps in Paypal are similar.
  • Log in to your Stripe account (https://stripe.com) and go to ‘Developers’ -> API keys. On the right you will see your test api keys you will use initially. (These will allow you to run through some test bills with Stripe before going live…)
  • Now open your CareFlow and create a STEP that allows you to bill somebody. (On the top of your CareFlow, click on ‘2 CareFlow’ to add a step. Now click on ‘Add’ to add a step, and after naming it, click on ‘Edit Step’to enter your Stripe information.
  • Your screen will now have two areas that deal with how you are going to create an automatic billing step: The top area deals with the payment amount, an  invoice reference, and whether you wish this bill to be recurrent (subscription). Note that for the first two, you can enter this data directly or by a field reference (a number coming from a field in your CareFlow which can be calculated).
  • The bottom area of this screen holds three fields with data that come from Stripe. These are the Private API Key (sk_test_…), Public Api Key (pk_test_….), which you will find on the right hand side of the Stripe screen. Just copy and paste these into the CareFlow step.  To obtain your webhook secret key, click on Webhooks on the left side of your Stripe screen, and now on ‘Add Endpoint’ . Copy the webhook URL from the CareFlow Step into Stripe. Now click on ‘Event Details’ and copy the events as seen below:
  • Finally, click on ‘Click to Reveal’ in the ‘Signing Secret’ area and copy the code from Stripe into the  ‘Webhook Secret Field’ of your CareFlow Step. You are done!
  • Test your step by running your CareFlow. When the billing step comes up, your customer will be taken to a billing screen. Use Stripe Test Payments credit card numbers to simulate a payment. Once you process a payment, you will be able to go to Stripe and confirm that your payment went through. Make sure you see no errors, and try your payments like this a few times to make sure all is working. Finally, when you are ready to go live, go to Stripe and retrieve your ‘Live Api Keys‘ and copy/paste these over your test ones. (These will be two keys.)
  • That’s it! In minutes you have set up a very secure and complex payment system for billing with WiCis CareFlows. 

7. Go To – In this step type you force your CareFlow to return to a certain step forever. Think of using this when you want to document again and again different medical visits which you are following in a table.

3. Permissions

Working on permissions allows you to configure who sees what when a form is displayed. In the previous section, CareFlows, you defined what steps are followed with a given form and to what people or groups it goes to after different completions.

In permissions, you select each step in your CareFlow, and decide whether the person in that group can edit it, read it only, or cannot see it (hide).

4. Final Settings

In final settings you add some final touches to make your new form live on the web.

  • Host this form on the web: If yes, the system will generate a URL specific to this form, and make it live on the web immediately.
  • Embed Code: In this frame, you can copy the code if you wish to embed this form inside your own web page.
  • Share URL: This is the https url where your form will reside on the web for public access.
  • Show the form in two columns instead of one(Y/N): Self explanatory
  • Customize submission title: Allows you to customize your submission title for later review by copying fields from your form.


Lists allow you to manage what appears in your dropdowns, checkboxes, or radiobuttons. Click on ‘Lists’ to manage all your account lists:

You can Edit, Copy or Delete a List.

Click on the ‘Allow user defined Other’ if you wish to allow your users to key in their own text for a given list at runtime.


Datasets are incredibly powerful within WiCis CareFlows but require some knowledge of tables, databases and data mapping.

For a full discussion on these, click here.


Live Analytics from your phone

How to create an Analytics Dashboard in 5 easy steps:

  • Enter you GeckoBoard API Key in the Admin section of your CareFlows account.

Enter you GeckoBoard API Key into the Admin section of your Account

  • In the WiCis CareFlows reports section, create a report with the fields in your CareFlow that you wish to track in a GeckoBoard Analytics Dashboard.

Creating a Data Set for Export to GeckoBoard…

  • Open GeckoBoard and select the Dataset.
  • Enter the NAME of the Report you created in CareFlows, but in front of it, enter the Report ID you see on the Report’s URL. (For instance, if you created a Report called My Gecko Report, you would find the URL ID for this report and in Geckoboard enter: “155_My_Gecko_Report” assuming the ID found in the URL at then end is 155. (https://wicisflows.com/reporting/212/report/155)
  • Create a new Live Dashboard by customizing Widgets with data from your CareFlow records..
  • Customize your widgets with numbers, graphs, colors.


Creating a Widget for your Dashboard: Select a datafield you wish to follow!

And voilà! Your dashboard will update live, anytime your doctors generate a new visit. Create different dashboards for administrators and providers.

Live Analytics on your laptop or large screen TV

View them from anywhere (smartphone, tablet, large screen TV).

MISC (Miscellaneous)

Open this menu selection to either

  • Contact us (form with your login email where you enter text for questions or a request).
  • Help (how you got to this document)!

Login Information

  • Account login username
  • Account Settings
  • Change Password
  • Logout


Video-conferencing Widget

Selecting CareFlow Video-conferencing on your CareBuilder will allow your form to use peer-to-peer video-conferencing with a patient or other user. NOTE THAT ONLY USERS THAT AR LOGGED IN ARE ABLE TO SEE THIS WIDGET, IN ORDER TO START A SESSION.

Click on the button at the bottom right of the screen that says ‘Start Video-Conference’.

The widget will now a display a unique URL created for the video-conference you are about to start. Click on ‘Share’ to have the system copy this URL to your clipboard, and prompt you to enter an email address to send it to. (The system will save the most commonly used email addresses by you for ease of use in the future.)

As soon as your patient receives the link he/she can click on the link received and your private, peer-to-peer video-conference is now active!


Customization of the CareFlow Vital Signs Widget

If you selected ‘Yes’ in the CareBuilder for CareFlow Vital Signs, your form will display its widget on the right part of the screen on a laptop and at the bottom of the screen on a smartphone.  NOTE THAT ONLY USERS THAT AR LOGGED IN ARE ABLE TO SEE THE VITAL SIGNS WIDGET.

Vitals appearing on this widget come from the WiCis monitor dashboard, which in turn can read vital signs from a variety of sources.

Click on the settings icon to set up your monitor. The following dialog appears:

  • Enter your WiCis Dashboard or WiCis I-Streme user name
  • Enter your password
  • Enter your Device Token (found in I-Streme settings) or your dashboard’s GUID (found in the URL) For instance find this element in your dashboard’s URL guid=ef0e460c-c55b-415c-a585-7d3ba54cd7fa and copy this: ef0e460c-c55b-415c-a585-7d3ba54cd7fa Your system will remember either the GUID or token the next time you use this dialog. If you use several, you will be able to easily find it in a dropdown menu.
  • Select the variables you want the widget to display
  • Click OK.

Click on ‘More Details’ in the Vital Signs widget if you wish to see your full dashboard:


WiCis CareFlows Functions for Computed Fields

WiCis CareFlow functions support:

  • Any numbers, negative and positive as float or integer;
  • Arithmetic operations like +-/*%^;
  • Logical operations like AND()OR()NOT()XOR();
  • Comparison operations like =>>=<<=<>;
  • Logical statements with TRUEFALSENULL

All formulas are in CAPITAL LETTERS and must use parentheses ().

This Excel reference for the following list will help you decide how to best write your formulas.

Formulas supported by WiCisFlows for any field


Can I use EXCEL-like formulas in CareFlow STEPS?

In CareFlow STEPS, our system supports java-script type syntax, but you will have access to similar capabilities. 

Example: Syntax to configure a STEP to go elsewhere.  (Note that = means assignment, and == means “equals to”. Note the use of AND, which in the case of java-script is &&. 


Other formulas you can use in the system:

The following come from the Admin -> Users page in your CareFlow where each user’s credentials are described. These are useful as formulas when you need the user’s information to generate an email, SMS, etc. but you don’t the user to key in this information on a daily basis.

Use these fields: name, last name (surname), email address or phone number within your system






USER(‘id’) > 0
Not Logged In
USER(‘id’) <= 0
USER(‘id’) == “”

Logged in

Not Logged In

Note: make sure your phone number is in the following format: +countrycode area code phone number  (+15105551212)

How do I read WiCis Variables into a CareFlow?

Use the formulas below in the Computed Field area to have your Form read data directly from a monitor connected to your CareFlows. PLEASE MAKE SURE YOU SET YOUR FIELD TYPE TO ‘TEXT’ FOR HAVING THESE SETTINGS WORK BEST!


Can one hide fields in a section depending on the input from a previous field?

Use the ‘Display in Formula’ section in any field attributes dialog. What you want to enter here is a formula that returns a boolean TRUE or FALSE. If the formula you enter returns a TRUE the field in question is displayed. If the return is FALSE, the field is hidden.

An easy example is a field at the beginning of a section where you wish to ask multiple questions about pregnancy. This would only be relevant for females, so your first widget may be a ‘Yes/No’ with the question “Are you a female?” Your next field is a ‘Date’ field and you label it as “LMP” (last menstrual period). In the ‘Display in formula’ entry, you type  the ID of the ‘Yes/No’ widget (for instance FEMALE).

This field will now display ONLY when the user selects ‘YES’ (TRUE) in the ‘Are you a female’ field.

You can of course do Excel-like statements, such as ‘len(TEXT_FIELD_ID) > 10’, etc.

How do you add fields that contain numbers in text form (such as those coming from a dropdown or checkbox)?



For instance, if you have a Date-Time field with an ID of DT1, and a second one with DT2, you would add to the TEXT field where you want to display the time difference (length of a surgical procedure, for instance)


The result will be displayed in the following format: 5h 10m, or if days are involved, 1 day(s) 5h 10m.

How do I have the ‘Date’ field display today’s date?

YEAR() or NOW()

How do I calculate AGE using a Date of Birth field?

YEAR(TODAY())-YEAR(DOB)   – assuming your Field ID for Date of Birth is DOB… Your response will be rounded off to the nearest age.

How do I calculate BMI?


How do I concatenate two fields from my form to display the result in a new field?

Use Excel-like syntax:


How do I use conditional statements?

Here is a quick example inside a STEP (java-script syntax)


Use || for OR and && for AND.

Can I pick elements from a checklist for a conditional statement?

If you want to pick the element selected from the list, just use in the formula area the field name. For instance, if you have a list of 4 elements in a checkbox list (CHECKBOX_LIST field name) and wish to know which one was selected by the user, just use CHECBOX_LIST in the formula field of a text field to see the result.