Workflow templates are the blueprints that determine how new workflows are structured. You must create a workflow template before you can initiate a workflow associated with a specific client.
To create a workflow template, do the following:
From the Home or Client Management tabs, click Workflow, and then Workflow Templates.
On the toolbar above the grid, click New Workflow.
In the Workflow Name field, enter a descriptive name for the template. (Example: "Onboard New Client.")
Click the Workflow Permission drop-down field and select the members of your firm you want to be able to access the workflow. You have the option of allowing users full control or only allowing them to initiate workflows based on the template.
In the Description box, you can enter a short description of the workflow that can be accessed via the Description column in the Workflow Templates grid view.
Click Save. A new window opens.
Click New Task to create the first task in the workflow. The task is added to the workflow template and the Task Settings tab appears.
In the Task Name field, enter a name for the task.
Click the Owner drop-down field and select the member of your firm to whom the task should be assigned.
Click the Access List drop-down field and select the members of your firm you want to be able to access the task.
In the Duration area, enter the number of days and/or hours the task should take to complete. You must enter a value for duration.
For tasks that do not need to be completed immediately after the previous task has been completed, enter the number of days to wait between tasks in the Lag Days field. Lag days apply to the first task in a row (independent tasks).
Click the Priority drop-down field and select Low, Medium, High, or Immediate.
Click the Category drop-down field to select a category color for the task. Double-click the category label to edit a category name. Note: There are 25 category colors available. You cannot create your own custom color.
Click the Reminder drop-down and select No Reminder or a time period after which a reminder should be sent.
In the Comments box, enter any notes on the task.
Click the Task Order tab.
For the first task in a workflow, the Workflow start radio button is selected by default. When you create subsequent tasks that can only be started after a previous task is completed, select the Upon completion of radio button, click the drop-down field to select the related task, and click Apply.
Note: You can create multiple, parallel workflows within one workflow template. If a new task is specified as a "Workflow start," it will be added alongside the existing tasks and will not be directly associated with them.
To quickly create a task associated with a previous task, click the plus sign icon in the upper right corner of the task. To delete a task, click the X icon.
To initiate a workflow based on a template, do the following:
On the Workflow Templates page, check the box next to the template you want to use.
From the Action menu, select Initiate Workflow. A new window opens, asking you to specify the client(s) and/or prospect(s) you want to associate with the workflow.
Check the box(es) of the desired client(s)/prospect(s), then click Initiate.
A confirmation message appears. Click OK. The workflow will now appear on the Workflow Monitor page.
Note: To initiate Workflow templates for an unlimited number of clients or prospects at once, select the clients or prospects you want to initiate workflow templates from the Client Management, Clients or Prospects page. Right-click on the grid and select Initiate Workflow. From there, select the Workflow Template and click OK.