A repeating workflow runs automatically on a set schedule, creating a new workflow instance for each assigned client every time it triggers. Use repeating workflows for recurring work, such as monthly bookkeeping, quarterly VAT Returns, or annual year-end accounts. This means you don't have to recreate the same workflow each period.
This article covers how to create a new repeating workflow. To edit, delete, or check the history of an existing one, go to How to manage repeating workflows
Note: Workflows are available on the Practice Advanced plan. All roles in a Practice account can create repeating workflows. Standard users can only create workflows for clients they've been granted access to.
Create a repeating workflow
To create a repeating workflow, go to Workflows in your Practice account sidebar.
Select List.
Select the dropdown arrow next to Create.
Select Create repeating workflow.
You can also create a workflow from a client's Dext account. Go to Workflows in the client's sidebar, then use the same Create dropdown.
You'll be taken through 5 steps.
Step 1: Select template
Start by naming your workflow in the Workflow name field. If you leave this blank, Dext uses 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's saved to your Templates library for future use.
Select Next to continue.
Step 2: Set frequency
Set how and when the workflow repeats. First, choose a trigger type:
Scheduled date: the workflow starts on a fixed date and repeats on a regular cadence. Use this for workflows that run on a consistent schedule regardless of each client's individual dates, such as monthly bookkeeping.
Specific event: the workflow triggers relative to a client-specific event. Use this for workflows tied to each client's own year-end date or VAT return period.
Scheduled date settings
Reporting period: the period the workflow covers.
Scheduled date: the date the first workflow instance is created.
Complete within: how long the assignee has to complete the workflow after it starts. Set a number and choose Days, Weeks, or Months.
When would you like the workflow to end: select Never to run indefinitely, or Ends on and pick a date to stop after a specific date.
Repeat this workflow every: how often the workflow recurs. Set a number and choose Day, Week, Month, or Year.
A preview at the bottom of the step shows when your first workflow is due for completion.
Specific event settings
Reporting period: either Last financial year or Last complete VAT period.
Scheduled date: how many days, weeks, or months after the event the workflow should start.
Complete within: how long the assignee has to complete the workflow after it starts.
When would you like the workflow to end: select Never or Ends on and pick a date.
Repeat this workflow every: automatically set to End of financial year or End of VAT period based on your reporting period selection. You can't change this manually.
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 work in most cases. The parameters you're most likely to adjust are the lookback period for Aged Payables and Aged Receivables.
Note: Rules only apply if you have the Data Health & Insights add-on. If you don't have it, skip this step.
Select Next to continue.
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 linked to a tag at once.
Once you've added your clients, set the Assign to, First reviewer, and Second reviewer for each one. Selecting Default assignee uses the Account Assignee set on the client's profile. Reviewers are optional. If you've already set an Account Assignee and Account Reviewer for a client, these are pre-filled automatically.
Note: If you add clients by tag, any client you add to that tag later is automatically included in this repeating workflow. Removing a client from the tag removes them from the workflow. Standard users only see clients they've been granted access to in the client list.
If the workflow contains VAT-related checks and a client is missing VAT settings, an Add VAT settings for clients section appears. Complete the Tax period start month, Tax scheme, Tax frequency, and Tax rate fields for each affected client. You can select more than one option for Tax frequency.
Select Next to continue.
Step 5: Review workflow
Review your workflow settings. The Frequency section shows all the settings you set in Step 2, including the scheduled date, due date, repeat cadence, and end date. Select the pencil icon on any section to go back and make changes.
When you're ready, select Create workflow.
Your repeating workflow appears on the Repeating page. Each time it triggers, a new instance appears in the Workflow List for each assigned client.
Note: Workflows created from your Practice account are also accessible from the relevant client's account under Workflows in their sidebar.
Next steps
Once a repeating workflow triggers and appears in the Workflow List, the assignee can work through the checks and mark them as complete. For more on what happens next, go to these articles:
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
How to manage repeating workflows: edit, delete, or check the history of an existing repeating workflow