Overview
Email workflow actions now support two improvements. First, when a workflow is built on Leads or Opportunities (Potentials), you can insert Treatment Program merge tokens — such as the facility's email, phone, NPI, or address — into the email subject or body. Second, a token warning banner appears automatically if you type a token that isn't valid for the current module, helping you catch typos before you save.
Contents
Before You Start
Open an Email Action
Insert a Treatment Program Token
Understanding Token Warnings
Frequently Asked Questions
1. Before You Start
You will need:
Permission to manage Settings → Workflows.
A workflow whose Target Module is Leads or Opportunities (Potentials) — Treatment Program tokens are only available for these modules.
A Send Mail (Email) action on that workflow, new or existing.
Access requirements: Treatment Program tokens resolve from the Treatment Program linked to each record. If a record has no Treatment Program assigned, the token simply resolves to blank when the email is sent.
⚠️ Important: Treatment Program tokens are available only for the Email action. They do not appear for SMS, Calendar, or Campaign action types.
2. Open an Email Action
Go to Settings → Workflows and open a workflow built on Leads or Opportunities. In the Workflow Actions list, click the pencil (Edit) icon on an existing Send Mail action — or add a new one — to open the email editor.
The editor has the standard email fields (From, To, Subject, and the message body), plus an Add Field dropdown used to insert merge tokens.
[📸 Screenshot Placeholder 1: Show the email editor window highlighting the Add Field dropdown]
3. Insert a Treatment Program Token
Click into the Subject or the message body where you want the value to appear, then open the Add Field dropdown and start typing Treatment Program. The list filters to the available tokens.
Treatment Program tokens are labeled with (Treatment Program). The available tokens are:
Token | Inserts |
Name (Treatment Program) | The treatment program / facility name |
Facility Email (Treatment Program) | The facility's email address |
Facility Phone (Treatment Program) | The facility's phone number |
NPI (Treatment Program) | The facility's NPI |
Tax ID (Treatment Program) | The facility's Tax ID |
Address (Treatment Program) | The facility's address |
Facility First Name (Treatment Program) | Contact first name |
Facility Last Name (Treatment Program) | Contact last name |
State (Treatment Program) | The facility's state |
BCBS ID (Treatment Program) | The facility's BCBS ID |
Provider Type (Treatment Program) | The facility's provider type |
Select a token to insert it as a placeholder (for example, [{Opportunities.Treatment Program: Facility Email}]). When the workflow sends the email, each placeholder is replaced with the value from the record's linked Treatment Program.
💡 Tip: If a record has no Treatment Program assigned, the placeholder resolves to blank — the rest of your message still sends normally.
4. Understanding Token Warnings
As you edit the Subject or body, the CRM checks every [{…}] token against the valid tokens for the current module. If it finds one that isn't recognized, a yellow Token warning banner appears below the field, listing the token in question.
The banner reads, for example:
Token warning: The following tokens may not be valid for this module: [{Leads.Fake Token}]. Verify these fields exist in Leads or its related modules.
Key points about the warning:
It is a reminder only — it does not stop you from saving the action.
It updates as you type: fix or remove the token and the banner disappears automatically.
Use it to catch typos and mismatched field names (for example, a token copied from a different module) before the workflow runs.
5. Frequently Asked Questions
Q: Why don't I see Treatment Program tokens?
They appear only when the workflow's target module is Leads or Opportunities (Potentials), and only in the Email action. They are not available for SMS, Calendar, or Campaign actions.
Q: What happens if the record has no Treatment Program?
The token resolves to blank at send time. The rest of the email still sends normally.
Q: The warning banner appeared — did my action fail to save?
No. The banner is informational only and does not block saving. It's there to help you spot invalid tokens.
Q: How do I clear the warning?
Correct or remove the highlighted token in the Subject or body. The banner clears on its own as soon as all tokens are valid.
Q: Where does the Treatment Program data come from?
From the Treatment Program record linked to the Lead or Opportunity. Keeping that record's details up to date ensures the tokens resolve to current values.
Need Help?
If you run into issues:
Confirm the workflow's target module is Leads or Opportunities, and that you're editing an Email action.
Check the Subject and body for any highlighted token warnings and correct them.
Contact Dazos support with the workflow name and the token you're using, and reference CRM 2879.