Overview
The Alumni module now automatically populates patient data from their Contact and Intake Opportunity records. Two new calculated fields — Age and Days Clean/Sober — update themselves every time the record is saved or a workflow runs. Administrators configure this by attaching the new "Sync Alumni Record" action to existing workflows in the CRM.
1. Before You Start
You will need:
CRM administrator access (Settings → Automation → Workflows).
The SQL migration for this release applied to your instance.
At least one patient with an Intake Opportunity at the Admitted stage.
Access requirements: System Administrator role. Standard users will see the updated Alumni fields automatically once the workflows are active — no extra permissions required.
⚠️ Note: If the "Sync Alumni Record" option does not appear in the workflow action dropdown, contact Dazos support to confirm the migration has been applied to your instance.
2. New Fields at a Glance
Eight new fields are now available on every Alumni record. Two are read-only formula fields that recalculate automatically; the rest are editable and populated by the sync workflows.
Field | Type | Source |
Age | Calculated (read-only) | Computed from Date of Birth |
Days Clean/Sober | Calculated (read-only) | Computed from Clean Sobriety Date |
Times in Treatment | Editable integer | Entered manually |
Primary Email | Editable | Mirrored from the patient's Contact record |
Facebook Username | Editable | Mirrored from the patient's Contact record |
Gender | Editable | Mirrored from the patient's Contact record |
Instagram Username | Editable | Mirrored from the patient's Contact record |
Other Type | Editable | Mirrored from the patient's Contact record |
One new field is also available on Intake Opportunity records:
Field | Type | Purpose |
Clean Sobriety Date |
Date (editable) | Set on the main tab; syncs to the linked Alumni record and triggers Days Clean/Sober recalculation |
The screenshot below shows an Alumni record with the synced data populated.
3. Setting Up the Intake Opportunity Workflow
This workflow fires when a patient's Intake Opportunity reaches the Admitted stage and creates or updates the corresponding Alumni record.
From the CRM, navigate to Settings → Automation → Workflows and create a new workflow (or open your existing Admitted trigger workflow).
Key settings:
Setting | Value |
Target Module | Intake Opportunities |
Trigger | Intake Opportunity updated (Includes Creation) |
Recurrence | Every time conditions are met |
Under Workflow Condition, add the condition:
Sales Stage is Admitted.Under Workflow Actions, click Add Action and choose Invoke Custom Function.
In the Method Name dropdown, select Sync Alumni Record, then save.
💡 Tip: If the patient already has an Alumni record, the workflow will update the existing record rather than creating a duplicate. Running it multiple times is safe.
The Intake Opportunity detail view now includes a Clean Sobriety Date field on the main tab. Filling this in before triggering the workflow ensures the Alumni record's Days Clean/Sober value is calculated immediately.
4. Setting Up the Patient Contact Workflow
This workflow fires when a patient's Contact (Accounts) record is updated and re-syncs the Alumni record with the latest contact details — email, phone numbers, social usernames, and similar fields.
Create a second workflow with these settings:
Setting | Value |
Target Module | Accounts |
Trigger | Account updated (Includes Creation) |
Recurrence | Every time conditions are met |
Under Workflow Condition, add the condition:
Is Alumni? is Yes(the checkbox custom field). This ensures the action only runs for patients who already have an Alumni record.Under Workflow Actions, add Invoke Custom Function → Sync Alumni Record.
💡 Tip: The sync function finds the patient's most recent Admitted Intake Opportunity automatically — you do not need to specify it in the workflow condition.
5. How the Sync Works
What triggers a sync:
A sync runs whenever one of the two configured workflows fires — either because an Intake Opportunity was saved with the Admitted stage, or because a patient Contact record was updated with the Is Alumni? flag set.
What gets synced:
The sync reads the patient's Contact record and their most recent Admitted Intake Opportunity, then writes the following to the Alumni record:
Alumni Field | Pulled From |
Primary Email | Contact → Email |
Phone, Mobile, Home, Other numbers | Contact → Phone fields |
Date of Birth | Contact → Date of Birth |
Referral Source | Contact → linked Account |
Facebook, Gender, Instagram, Other Type | Contact → custom fields |
Intake Opportunity | Most recent Admitted opportunity |
Most Recent Stage | Opportunity → Sales Stage |
Discharge Date (Most Recent) | Opportunity → Closing Date |
Clean Sobriety Date | Opportunity → Clean Sobriety Date |
How Age and Days Clean/Sober recalculate:
After every sync, Age is recalculated as the number of full years between Date of Birth and today. Days Clean/Sober is recalculated as the number of days between Clean Sobriety Date and today.
These two fields also recalculate automatically whenever an Alumni record is saved directly through the CRM — no workflow trigger required.
If either source date (Date of Birth or Clean Sobriety Date) is blank, the corresponding calculated field is left empty.
6. Frequently Asked Questions
Q: Will running the workflow twice create duplicate Alumni records?
No. The sync function checks whether an Alumni record already exists for the patient. If it does, it updates the existing record. A patient will always have at most one Alumni record.
Q: What happens if the patient has multiple Intake Opportunities?
The Contacts workflow uses the most recently dated Admitted opportunity. The Potentials workflow uses the specific opportunity that triggered it.
Q: Can I set Clean Sobriety Date directly on the Alumni record?
Yes. The field is also editable on the Alumni record itself. Saving the Alumni record will immediately recalculate Days Clean/Sober.
Q: Why is Age showing as blank on an existing Alumni record?
The Date of Birth field on the linked Contact record may be empty, or the Alumni record may not have been synced yet. Trigger the Contacts workflow by saving the patient's Contact record to populate it.
Q: Can I disable the automatic Age/Days Clean/Sober recalculation?
No — the formula recalculation runs on every Alumni save and cannot be selectively disabled. To clear the value, remove the source date (Date of Birth or Clean Sobriety Date).
Q: Do I need to reconfigure the workflows after a CRM update?
No. The "Sync Alumni Record" action is registered in the database and will continue to appear in the workflow action dropdown after updates.
Q: What if the "Sync Alumni Record" option is missing from the dropdown?
The SQL migration for this release has not been applied to your instance. Contact Dazos support and reference CRM-2649.
7. Need Help?
If you run into issues:
Confirm the Alumni record exists and check that the Date of Birth and Clean Sobriety Date fields on the source records are filled in.
Re-trigger the sync by saving the patient's Contact record or the Intake Opportunity record.
Contact Dazos support with the patient name and Alumni record number, and reference CRM-2649.