A one-off workflow runs once for a specific reporting period. Use it for work that doesn't repeat — such as onboarding a new client, a special assignment, or covering a client who was missed in a repeating workflow for a given period.
Note: Workflows are available on the Practice Advanced plan. All roles in a Practice account can create one-off workflows. Standard users can only create workflows for clients they've been granted access to.
Create a one-off workflow
To create a one-off workflow, go to Workflows in the sidebar of your Practice account and select List. Select the dropdown arrow next to Create and select Create one-off workflow.
Tip: You can also create a workflow directly from a client's account by selecting Workflows in the client's sidebar and using the same Create dropdown.
You'll be taken through 5 steps.
Step 1: Select template
Enter a name for your workflow in the Workflow name field. If you leave it blank, Dext will use the template name.
Select a template from the options shown. Select View checks on any template to see which checks it contains before selecting it. If none of the existing templates suit your needs, select Make your own template to build one from scratch — it will be saved to your Templates library for future use.
Select Next to continue.
Step 2: Set frequency
Select the Reporting period for the workflow using the date picker, then set the Due date by which the workflow should be completed.
Note: If you'd like this workflow to repeat automatically in future periods, select Switch to a repeating workflow at the top of this step.
Select Next to continue.
Step 3: Set rules
Set rules to control how specific checks pull data for this workflow. Defaults are pre-filled based on your reporting period and are suitable in most cases. The parameters you're most likely to adjust are the lookback period for Aged Payables and Aged Receivables.
Select Next to continue.
Note: Rules only apply if you have the Data Health & Insights add-on. If you don't have it, you can skip this step.
Step 4: Add clients
Select which clients to include in the workflow. Use By Client to add clients individually, or By Tag to add all clients associated with a tag at once.
Once you've added your clients, set the Assignee, First reviewer, and Second reviewer for each client in the table below. Reviewers are optional. If you've already set an Account Assignee and Account Reviewer for a client, these will be pre-filled automatically.
Select Next to continue.
Note: A separate workflow instance will be created for each client you add. Standard users will only see clients they've been granted access to in the client list.
Step 5: Review workflow
Review your workflow settings. Select the pencil icon on any section to go back and make changes.
When you're ready, select Create workflow.
Start a workflow
After creating a workflow, it will appear in the Workflow List with a Not started status.
To start it, select Start workflow on the workflow card, or open the workflow and select Start workflow in the top right corner. You'll be asked to confirm before Dext begins calculations.
A workflow must have an assignee before it can be started.
Next steps
Once a workflow is started, the assignee can work through the checks and mark them as complete. If you've set up reviewers, the workflow goes to them once all checks are done before it can be marked as complete.
Completing a workflow — how to work through checks, add comments, upload files, and mark a workflow as complete
Using reviewers in workflows — how the review process works and what reviewers can do