Before You Begin
The Alleva integration must be connected for the location — confirmed by a green "Connected" status on the Alleva EMR settings screen.
The CRM fields that will receive the synced data must already exist on the Intake Opportunity or Contact record (e.g. a Race field, an Employment Status field, and so on) — create any missing fields before setting up the mapping
You must have CRM Administrator access to EMR / Alleva settings to configure mappings
Intake and Clinical staff need no additional access — the sync runs automatically once mappings are configured
Steps
Part A — Administrator Setup (One-Time Per Location)
Step 1 — Open the Alleva Field Mapping Screen
Go to Settings → CRM Settings → EMR Integrations
Open your Alleva location
Click to open the Alleva field-mapping screen
Step 2 — Locate the Intake Opportunities Section
On the field-mapping screen, locate the Intake Opportunities section
This section lists all available Alleva custom fields that can be mapped to CRM fields — including fields such as Substance of Choice, Living Situation, Employment Status, Medicaid Type, Race, Ethnicity, and others
The table shows the following columns for each row:
Column | Description |
Object Name | The CRM module the field belongs to (e.g. Intake Opportunities) |
EHR Field | The Alleva custom field name |
CRM Field | The CRM field that will receive the value — empty until mapped |
CRM Field Label | The display label of the mapped CRM field |
Condition Set | Optional — conditionally trigger the mapping |
Mandatory | Whether the field is required |
Action | Edit or delete the mapping row |
Step 3 — Map Each Field
For each Alleva custom field you want to sync:
Click the Edit (pencil) icon on the row for that field
In the edit panel, select the matching CRM field from the dropdown
Click Save
Repeat this for every field you want to sync. Leave any field you do not want to sync unmapped — unmapped fields are simply skipped during the sync with no error.
You only need to map the fields you actually use. You can return to this screen at any time to add, change, or remove mappings.
Example of a completed field mapping table:
EHR Field | CRM Field | CRM Field Label |
Substance of Choice (Custom) | al_substance_of_choice | Alleva Substance of Choice |
Substance of Choice Notes (Custom) | al_substance_of_choice_notes | Alleva Substance of Choice Notes |
Medicaid Type (Custom) | al_medicaid_type | Alleva Medicaid Type |
Ethnicity (Custom) | al_ethnicity | Alleva Ethnicity |
Race (Custom) | al_race | Alleva Race |
If Other Race Selected (Custom) | al_race_other | Alleva If Other Race Selected |
Sexual Orientation (Custom) | al_sexual_orientation | Alleva Sexual Orientation |
Employment Status (Custom) | al_employment_status | Alleva Employment Status |
Living Situation (Custom) | al_living_situation | Alleva Living Situation |
Resident Type (Custom) | al_resident_type | Alleva Resident Type |
Part B — Verifying Synced Data (All Users)
Step 4 — Check a Patient's Intake Opportunity Record
Once mappings are saved, the regular Alleva sync runs automatically. To confirm data is populating correctly:
Open a patient's Intake Opportunity record
Locate the fields you configured in the mapping — they should show the values pulled from Alleva
If a field appears empty, refer to the Troubleshooting section below
Step 5 — Review the Change History
On the same Intake Opportunity record, open the Updates tab (change history)
Confirm that the sync entries show which fields were updated and when
Each change made by the Alleva sync is recorded here — this is useful for auditing data accuracy or diagnosing sync timing
Step 6 — Check Contact-Level Fields
Some mapped fields belong on the linked Contact record rather than the Intake Opportunity — for example, certain demographic fields such as Race, Preferred Method of Contact, or Pronouns may live on the Contact depending on your field configuration.
From the Intake Opportunity record, navigate to the linked Contact record
Verify that the expected Contact-level fields show the values from Alleva
If a field is not appearing on the Intake Opportunity, check the linked Contact record before assuming the sync failed. The field's module assignment (Intake Opportunity vs. Contact) determines where the value is written.
Verification / Expected Result
Once mappings are configured and the sync has run, the following behavior confirms the feature is working correctly:
Each mapped CRM field on the Intake Opportunity (or linked Contact) shows the value from Alleva
The record's Updates tab logs every field change made by the sync, including timestamp and old/new values
Fields whose values in Alleva match what is already in the CRM are skipped — no unnecessary updates are written and no change history entry is created for those fields
Any automations or workflows triggered by field changes on the record run as normal when the sync writes a new value
Fields commonly synced — exact list depends on your administrator's mapping:
Category | Fields |
Intake / Clinical | Intake Conditions, Intake Condition Notes, Substance of Choice, Substance of Choice Notes, Medicaid Type |
Demographics | Race, If Other Race Selected, Ethnicity, Sexual Orientation, Religious Preference, Age, Person is a Minor |
Living & Work | Living Situation, Resident Type, Employment Status, Priority Population |
Contact Preference | Preferred Method of Contact |
New patients: When a patient is first created from Alleva, standard details fill in immediately. Mapped custom fields fill in on the next regular sync cycle shortly after creation — not at the moment of first import.
Profile fields: Some demographic fields — such as Race, Religion, Preferred Language, and Pronouns — may already come from the patient's main Alleva profile through the standard patient sync rather than from a custom field mapping.
If you see these values populating without a specific custom mapping, this is expected behavior.
Troubleshooting / Common Errors
Issue | What to Check |
A specific field is not populating on the Intake Opportunity | Confirm the field is mapped in the Alleva field-mapping screen and that the patient actually has a value entered for that field in Alleva |
No fields are syncing at all | Confirm the Alleva integration shows Connected for the location in EMR Settings, and that at least one mapping has been saved |
A synced value looks different from what is in Alleva | The CRM field may use different wording or picklist values than Alleva. Ask your administrator to align the field's available options or configure a value match |
The synced value appears on the wrong record | Some fields belong on the linked Contact rather than the Intake Opportunity — open the Contact record to check |
A field that was previously syncing has stopped updating | The mapping may have been removed or the field value in Alleva may now match the CRM value (no change = no update written) — recheck the mapping screen and the record's change history |
Tips & Notes
Mappings are per location. If your organization has multiple Alleva locations configured in the CRM, field mappings must be set up separately for each location. A mapping configured for one location does not automatically apply to another.
Only mapped fields sync. If a field appears empty on the Intake Opportunity or Contact, the most common cause is that the field has not been mapped in the Alleva field-mapping screen, or the patient does not have a value for that field in Alleva.
Sync is one-directional. This feature reads from Alleva and writes to the CRM. Values entered or changed in the CRM are not pushed back to Alleva as part of this feature.
Automations run normally. When the Alleva sync writes a value to a CRM field, any workflow rules or automations triggered by that field change will run as they would for a manually entered update.
Need Help?
If a field still does not sync after working through the troubleshooting steps above, contact your CRM Administrator or the Dazos Support team. Include the following when reaching out:
Reference number: CRM-3182
The patient record name or ID
The specific field that is not syncing
The value visible in Alleva for that field