Use workflows to standardise processes across your team and clients, for example during client onboarding, health checks, and tax preparation.
Important: You must have the correct role and permissions to create flows.
If you have Data Health & Insights, rather than having to go to different areas in the Dext app to complete work, you and your team can create workflows to standardise the process, bringing all the relevant checks or tasks from across the app into a single workflow, where they can be examined, actioned and finally approved or left for further comment.
You can select to create either a One-Off Flow or a Repeating Flow.
Creating the Workflows
Workflows are created by navigating to your practice account and then:
- Go to Workflows in the sidebar and then Creator.
- Click on the Create a one-off workflow or Create a repeating workflow button depending on the type of workflow you’re creating.
Once you have selected the type of Workflow you want to create, the Workflow Creator will walk you through a series of steps to build the Workflow.
- Set checks: Select the Checks you would like to use for the Workflow, including any Custom Checks. You can either select a Workflow Template, or create your own selection of Checks.
- Set cadence: This step will differ between a Repeating and One-Off Flow, but these are the dates that determine the Flow start and due date, and the reporting period.
- For a One Off Flow you have the option of Reporting Period and Due Date.
- For A Repeating Flow you can choose Scheduled Date or Specific Event – such as Year End or VAT Period (UK Only. Repeating Flows have a few more settings such as Scheduled Date that you want the flow to repeat and time period you want them to complete such as Complete Within 2 weeks of the Scheduled Date. Then how often you want the repeat this flow. As shown in the screen shot below.
- Set rules: Some Checks require rules to be set, such as a ‘transactions since’ rule for Multi-Coded Contacts.
- Add Clients: Add the clients you’d like to run the Flow for. You have the option to select clients one client at a time by choosing By Client or you can add clients by the Client Tags you set up by choosing By Tag. You can select as many clients as you would like.
- Assign the team members and reviewers who will complete the Flow. These will default to Account Assignee and Account Reviewer, respectively.
- Review & Go: This stage will allow you to check the settings in the template, dates and clients all on one page before completing the Flow.
During Workflow creation, you can navigate forwards and backwards at the bottom of the form with the Next and Back buttons respectively. You can also click on the links below the coloured progress bar at the top to view stages you have previously completed.
Next Steps:
Once your flows have been created you can start completing them. See Completing Flows on how to manage the workflows.