Overview
Alumni records in the Dazos CRM Alumni Module are created automatically — there is no manual setting to enable. This is handled by a built-in CRM workflow that triggers whenever an Intake Opportunity's Sales Stage is set to Admitted.
This article explains how the automation works, where to find it, and what to do if it is not functioning as expected.
How the Automation Works
The Alumni record creation process is driven by a default CRM workflow. Here is what happens when the workflow fires:
The workflow targets Intake Opportunities.
It triggers when the Sales Stage changes to Admitted.
It invokes a custom function called Sync Alumni Record.
If an Alumni record already exists for that patient, the workflow updates the existing record rather than creating a duplicate.
💡 Tip: Because the workflow updates existing records rather than creating duplicates, running it multiple times on the same patient is safe.
Where to Find the Workflow
To review or modify this behavior, navigate to the Workflows settings in your CRM:
Go to Settings → CRM Settings → Automation → Workflows.
Locate the workflow that targets Intake Opportunities.
Confirm the trigger condition is set to Sales Stage = Admitted.
Confirm the action is set to Invoke Custom Function → Sync Alumni Record.
✅ Best Practice: Verify that the workflow is set to run every time conditions are met so that Alumni records continue to sync correctly each time a Sales Stage is updated to Admitted.
Tips & Notes
⚠️ Important: This behavior is controlled by a workflow, not a toggle or module-level setting. If you are not seeing Alumni records created automatically, do not look for a setting to enable — instead, check the workflow configuration as described above.
⚠️ Missing 'Sync Alumni Record' Function: If the Sync Alumni Record custom function is not available in the workflow actions, the SQL migration for the relevant release may not have been applied. Contact Dazos Support to investigate.