A one-off workflow runs only once and involves assigning any Workflow Template to one or more clients, assigning a team member to the client, and selecting a reporting period and a due date for when the workflow needs to be completed.
What you need to know:
- You can select a pre-existing Workflow Template, or build your own as you go.
- It only runs once so there is no option to set up a repeating schedule as you can with our Repeating Workflows.
Creating One-Off Workflows
To create a One-Off Workflow you’ll need to be in your Practice account, then go to Workflows, then Creator.
Step 1: Click on Create a one-off workflow
Step 2: Set Checks
- Name your flow – Choose a name for your workflow if you leave this blank, Dext will use the template name you choose.
- Select a template – Select a Workflow template you’ve created already or build you own from this screen
- Click Next to move onto Set rules section
Step 3: Set Cadence
- Set dates – Select the Reporting period
- Set Due date for the flow to be completed
- Click Next to Set rules
Step 4: Set rules
This section allows you to set rules for the data quality checks. Where possible, defaults have been set based on your selected reporting period so in most cases these parameters should be fine. The 2 that you may want to customise yourself will be how far back you want us to pull the data for Aged Payables/Receivables.
Click Next to add clients.
Step 5: Add clients
- You can add multiple clients to a Flow by selecting By Tag or one client at a time By Client. (If you add by tag you need to ensure that all the clients are assigned Client Tags first.)
- Select the account assignee and reviewer you’d like to use for this group and edit or delete assignees as necessary.
TIP: If you add multiple clients when building a workflow, a workflow will be created for each client.
Step 6: Review & go
Review the parameters set for the One-Off Workflow and if all is correct click Create.
If you’re creating the workflow for just one client there will also be the option to Save & Start. This provides a shortcut where the workflow will be both created and started in one go, and you will be taken directly into workflow mode.
Use Cases for One-Off Workflows
- You could use One-Off Workflows for onboarding new clients. Usually onboarding checks are done once.
- Use One-Off Workflows in situations where you have a Repeating Workflow that has started but you have a client that was not included in that period for the Repeating Workflow and as that workflow has started you can’t add new clients to a workflow already in progress. You could set up a One-Off Workflow instead for that period only for that client/s but add that client/s to the repeating workflow template client list so it will be included in future periods.
- Perhaps you have a special assignment for a client that falls outside the work you normally do for them. You can use One-Off Workflows to complete the tasks related to this special assignment.