Before You Begin
You must have administrator access to Settings → Workflows in Dazos CRM.
All Treatment Programs you want to route must already exist in the system. (See How to Add a New Treatment Program in the CRM if needed.)
Confirm the exact email addresses for each treatment program's approval recipients before building your workflows.
PAA forms must be completed on the intake Opportunity record so they are available for attachment when the workflow fires.
How It Works
Because different treatment programs require emails to go to different recipients, you will build a separate workflow for each treatment program. Each workflow uses a condition to check which Treatment Program is selected on the Opportunity, then sends the email only to the recipients for that program.
For example, if you have four treatment programs, you will create four workflows — one per program — each pointing to that program's unique approval email addresses.
Steps
Step 1: Navigate to Workflows
Go to Settings → Workflows in your Dazos CRM.
Click + Add Workflow (or the equivalent button in your instance) to create a new workflow.
Set the Target Module to Opportunities (Potentials).
Step 2: Set the Trigger
Set the workflow trigger to fire when a field is modified.
Select Sales Stage as the trigger field.
Specify the trigger value as Pending Approval (or the exact stage name used in your CRM).
Step 3: Add a Condition to Filter by Treatment Program
In the workflow conditions section, add a condition for Treatment Program.
Set the operator to equals and enter the exact name of the treatment program this workflow is for (e.g., Seacrest Recovery Center Cincinnati).
This ensures the workflow only fires for Opportunities with that specific program selected.
💡 Tip: Each workflow you create will have a different Treatment Program value in this condition — this is what separates the routing logic per program.
Step 4: Configure the Email Action
Add a Send Mail (Email) action to the workflow.
In the To field, enter the recipient email addresses for this treatment program, separated by commas.
Example:[email protected], [email protected]Complete the email Subject and Body as needed. You can use merge tokens (e.g., patient name, opportunity details) to personalize the message.
⚠️ Note: Enter all recipient addresses in the To field separated by commas. Each address will receive the same email when the workflow triggers.
Step 5: Attach PAA Forms to the Email
In the email action configuration, locate the attachment options.
Select the option to attach auto-generated PDFs or PAA forms from the Opportunity record.
Configure the attachment to include all completed PAAs tied to the triggering Opportunity.
💡 Tip: PAA attachments are pulled from the Pre-Assessment tab of the intake Opportunity at the time the workflow fires. Ensure all relevant PAAs are completed before the Sales Stage is changed to Pending Approval.
Step 6: Save and Activate the Workflow
Review all settings: trigger, condition, email recipients, and attachments.
Give the workflow a clear, descriptive name so it is easy to identify — for example: Pending Approval – Seacrest Cincinnati.
Set the workflow status to Active and save.
Step 7: Repeat for Each Treatment Program
Repeat Steps 1–6 for every treatment program that requires a unique approval email. Update the Treatment Program condition and recipient email addresses for each new workflow.
Using the example from the original request, you would create four separate workflows:
Seacrest Recovery Center Cincinnati →
[email protected], [email protected]Seacrest Recovery Center Columbus →
[email protected], [email protected]Seacrest Recovery Center New Jersey →
[email protected], [email protected]Willard Detox →
[email protected], [email protected]
Verification / Expected Result
Once all workflows are active, when a user changes the Sales Stage on an intake Opportunity to Pending Approval, the CRM will evaluate which Treatment Program is selected and fire the matching workflow. The correct approval team will receive an email with the completed PAA forms attached — automatically, with no manual steps required.
✅ Only the workflow matching the selected Treatment Program will fire.
✅ All recipients listed for that program will receive the email.
✅ Completed PAA forms from the Opportunity will be included as attachments.
✅ Opportunities with no matching Treatment Program will not trigger any of the workflows.
Troubleshooting / Common Errors
Workflow not triggering
Confirm the workflow is set to Active.
Verify the Sales Stage value on the Opportunity exactly matches the trigger value configured in the workflow (check for extra spaces or different capitalization).
Confirm the Treatment Program field on the Opportunity is populated and matches the condition value exactly.
Wrong workflow firing (email going to wrong recipients)
Check that each workflow's Treatment Program condition uses the exact treatment program name as it appears in the CRM — even small differences in spelling will cause a mismatch.
Ensure no two workflows share the same Treatment Program condition value.
PAA forms not attached
Verify that PAAs have been completed and saved on the Opportunity's Pre-Assessment tab before the Sales Stage is changed to Pending Approval.
Check the email action's attachment configuration to confirm PAA/auto-generated PDF attachment is enabled.
Email not received by all recipients
Confirm all addresses in the To field are separated by commas with no formatting errors.
Ask recipients to check their spam or junk folders.
Contact Dazos Support if delivery issues persist.
Related Resources
How to Add Attachments to CRM Workflow Emails (CRM)
How to Add Multiple Email Recipients in Workflow Emails
Treatment Program Tokens & Token Warnings in Email Workflows (CRM)
How to Add a New Treatment Program in the CRM
Contact Dazos Support at [email protected]