You can create and manage workflows for automation. Define list of tasks, assignees for each task, due dates, reminders & many other configurations for effectively automate your day to day task creation and allocations. By clicking on “Manage Workflows” label, you will navigate to manage workflow page.
On manage workflows listings page, by default it will show blank listings but here we have added particular workflows for your understanding. You can see created workflows with workflow type in listings with particular action icons. On particular workflow title selection, it will open that workflow related details in popup. In action column, you can edit, delete particular workflow & from “Allocation” icon selection, you can allocate workflow to particular clients. For on boarding workflows, it will not show allocation icon as on boarding workflows assigned to clients automatically on particular client creation. On “New Workflow” button selection, it will open popup to create new workflow.
You can allocate workflow to particular client by clicking on “Allocation” icon from action column in listings. On toggle button activation, it will allocate to that client & it will auto update “Next Task Start On” date based on your value selection. If deactivating toggle button, it will remove that workflow from the client. On left side of popup, it will show workflow related details. For allocated workflows, user can see allocated workflows from particular clients > View > Workflows tab. User can also allocate task manually from there too.
In Custom workflow, when user do toggle button ON, it will show popup to select date, based on the date selection, it will create task for that client.
You can view workflow by clicking on particular workflow title from listings page. It will open popup of view workflow. You can see all already added details here whether it is workflow details, sub tasks related details or email reminders related details.
On “New Workflow” button selection, it will open popup to create new workflow. By default, it will show “Compliance” workflow type as selected. You can change selection by selecting any other workflow type. In “Compliance” workflow type, it will show fields as shared in below screen shot.
You can add particular name in workflow name field.
You can select particular days’ count, after/before & particular compliance date in both start date & due date. For ex. If you select launch the workflow – 2 days before Accounts period date, then it will fetch accounts period date from compliance tab & set workflow to launch on before 2 days of that date. Same works for due date.
If you select “Update compliance date upon completion” checkbox, it will open line item to add particular date when completion. You can add more line items by clicking on “Add More” label. If you have added particular value in upon completion fields, it will change compliance date when complete the workflow.
You can select particular status from “Launch workflow with default status” dropdown whatever you want to add when start workflow. You can add new status from “Add new status” button selection, it will open popup to create new & after creating new status, it will show in status dropdown.
You can select particular assignee by clicking on particular radio button in “Assign task to”. On “Custom Assignment” selection, it will open dropdown to select particular staff member. It will show already added staff member’s list in dropdown. You can select particular staff member to assign workflow.
You can add required details in “Workflow Description” field. Same for “Instructions to staff” field, you can add particular instructions in this field.
You can add sub tasks by clicking on “Add new task” button from “Workflow Task” section in workflow popup. On button selection, it will open popup to add sub task. You need to add task title, days in which it gets complete after workflow start, select particular assignee from assign task to radio buttons, select particular status whatever you want to update when sub task gets complete & select “Add Task” button.
After creating a sub task, it will show created sub task in workflow tasks section as below.
You can set reminders by clicking on “Add new email reminder” button. It will open popup to add new email reminder. You need to select particular status to set reminder.
Once particular status selected, it will show particular fields to select to set reminder. You can select particular checkbox to send email reminder. You can select multiple checkboxes to send multiple users an email reminder.
You can add particular days’ count in “Send reminder email after every” field. In this, if you enter “0” then it will send reminder only once but if you enter any other days’ count then it will send email reminders to that selected member on every selected days count. Till the status is not get changed. Once status get changed, it will stop sending email reminder to selected member. You can select relevant email template to send to the selected member with reminder email. On “Save” button selection, workflow will get create.
You can create on boarding workflow, by selecting “Onboarding” radio button on workflow popup. In onboarding workflow, it will show “Link to the client type” dropdown to select particular client type. It will auto assign workflow to newly created client based on their client type selection. to already created clients, you can assign manually from particular client’s workflow tab. Other details are the same as mentioned for onboarding workflow.
For the Custom workflow type, it will be the same as described for compliance workflow.
