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.
One-off workflows only run once, so there is no option to set up a repeating schedule, unlike our Repeating Workflows.
Note: You'll need to be on our Practice Advanced plan to view and manage Workflows.
Creating One-Off Workflows
To create a One-Off Workflow, go to Workflows > List in your Practice account, then click on Create in the upper right corner, or choose Create a one-off workflow from the drop-down.
Step 1: Select template
Name your workflow – if you leave this blank, Dext will use the template name you choose.
Select a template – select from the default workflow templates or create your own using the Make your own template option.
Click Next to move on to the next step
Step 2: Set frequency
Select the Reporting period
Set the Due date for the workflow to be completed
Step 3: 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 two parameters that you may want to customize yourself will be how far back you want us to pull the data for Aged Payables/Receivables.
Note: Rules will only work for users on our Practice Advanced plan with the Data Health & Insights Add-On. If you're an existing Precision user, you'll also be able to use rules.
Step 4: Add clients
The By Tag option allows you to add all clients associated with a Tag to the Workflow at once. Before proceeding, ensure that all the clients are assigned Client Tags first.
The By Client option allows you to manually choose which clients to include from the list.
If set, the Assignee and Reviewer 1 columns will be automatically populated with the Account Assignee and Account Reviewer for the client.
You can also manually select or remove the Assignee and Reviewers for each client in the Workflow.
Note: A separate Workflow will be created for each client added during the Workflow creation process.
Step 5: Review workflow
Review the parameters set for the One-Off Workflow
You can edit the Template, Rules, Frequency, and Clients using the pencil icon next to them, or by clicking the relevant step in the bar at the top.
When everything is correct, click Create workflow.
To start a workflow, go to Workflows > List, click View Workflow, then select Start Workflow at the top right. If you are the client’s Account Assignee, you can also start the workflow directly from the Workflows List.
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.