Progress is made on a started/in progress Workflow by completing Checks. This is done by clicking on the icons to the right of each Check.
- Options to complete a Check
- Adding comments to a Check
- Attaching documents to workflows
- Marking workflows as complete
- Recalculating Workflows
What you need to know:
- Only Practice Admins and Client Admins can delete started/in progress workflows
- Once a workflow has started/in progress Reviewers can not be changed or removed
- Standard Users can only make changes to their own Workflows
- If you want to add more checks or clients to a workflow for a period that has been started already you’ll need to to edit the Workflow template and those changes will be reflected in the next scheduled workflow so therefore can not be added to a workflow in progress.
Options to complete a Check
- Mark as complete (no issues) by clicking on the tick icon once you’re happy the data is up to date and correct.
- Mark as complete (some issues) by clicking on the exclamation mark icon once you’ve finished your review of the data showing for the task. You can leave comments if there are some issues explaining what those issues are for the reviewers or you or your team members to refer back to for future work on the client.
- Mark as not applicable by click on the straight line icon – as these workflow templates are used to create a standardised process some checks may not be applicable for some clients added to the workflow template. You have the option to mark the task as not applicable for this client. Saves the need to create bespoke templates for each client and helps the team to follow a standardised process.
If needed, you click the Undo button to change the task back to incomplete.
Adding comments to a Check
For each check you have the option to add comments which can be used by reviewers when you submit the workflow for review. They can be used to inform the reviewer of issues or questions the assignee may have around the task in the workflow.
Click on Add a comment section below the task to do this. These comments will be associated with your initials so the person reviewing comments will know who left them. Anyone who has access to the workflow can add comments.
Attaching documents to Workflows
This is great for clients who may need to answer questions about checks, and will allow reviewers to reference materials the bookkeeper or accountants used to complete the check. This provides easier visibility over supporting documentation.
To attach a file or multiple files to individual tasks in workflows click on the button next to the comment button.
Note: The file/s can only be deleted by the person attaching the files and/or the Practice Admin.
Please review the Workflow Attachments article for more information.
Marking Workflows as Complete
Only once you’ve completed ALL checks will Dext allow you to Mark complete which is found in the top corner as shown in the below screenshot.
Note: Once a workflow is marked as complete this cannot be reversed. You’ll need to make sure you’re happy with all the Checks before performing this final step.
If the Workflow has been set up with Reviewers, once all the Checks have been completed you can submit the Workflow for Review.
Once the Flow has been reviewed the Reviewer will send the Workflow back to the Assignee to mark the workflow as complete, per instructions above.
Recalculating Workflows
The process of recalculating the data in Dext needs to happen when any changes take place in Xero or QuickBooks Online if required before the next sync, or when a date range is changed in the checks or reports. Recalculating is required in order to update the data for that period to display the updated information.
Once a workflow has been ‘started’ and as you work through the checks you may need to go to Xero/QuickBooks Online to make the relevant updates. Once you make these changes in Xero/QuickBooks Online these will need to be updated in Dext. The next time you open that workflow in Dext, a message will pop up asking if you want to recalculate to update the workflow for these changes.
Next Steps:
Reviewer/s to complete the review of the workflow.