Creating a Template using the Workflow Wizard

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    The Workflow Wizard, available in the Tasks section within the Standard Workflows screen, assists users by guiding them through the process of creating a workflow.

    To create a workflow template using the Workflow Wizard:

    1. Open the Standard Workflows screen from File > Maintenance> Central Workflow > Standard Workflows.
    2. Click on the Workflow Wizard button from the Tasks tab within the ribbon.
    3. In Step 1 of Workflow Wizard, enter:
    • the Name of the workflow 
    • the Deadline Date Type (Offset or Calendar Date)
    • the Deadline Date
    • the Subject (Subject is the workflow type, e.g. Personal Tax / Document / Corporation Tax)
    • the Starting Rule if required

      Note: The Subject/Workflow types returned are dependent upon the products for which your practice is licensed.

       

             4. Click Next to proceed to the Steps tab from the Workflow Wizard.
             5. In Step 2 of Workflow Wizard, users can add the workflow steps.

    In the Step Name grid, the Step Types are displayed depending on the workflow Subject that was selected in the previous step. A brief description about the step type that is selected in the Step Name grid is displayed in the bottom left side of the screen.

    6. To add the workflow steps, highlight the desired step type and use the right arrow to add the steps in the grid.

    Note: By default, the steps are inserted in the grid above the default step End of workflow or above other selected step from the grid.

    To remove a step from the grid, highlight it and use the left arrow or hit the Delete option from the keyboard. The following message is displayed:

    Note: Review Data from the Delete Workflow Step message represents the name of the step that was selected for deletion. 

    In the grid are displayed the following columns:

    • # : Displays the number of the step.
    • Step Type: Displays the step type: e.g. Central Task, Check Extra Field, etc
    • Name: Enter a unique name for the step (Special characters are not supported within the Name column i.e.?*& etc.).
    • Milestone: If the step is to be displayed within the Workflow Home Page control, check Milestone.
    • Notify: Notifies the relevant employee that a task has been allocated to them.

    The default structure of the workflow is the order in which the steps have been created. To alter the order, highlight a row in the grid and select either the Up or Down arrow from the right side of the screen.


    7. Click Next to proceed to the next step.
    8. In the Step Properties of the Workflow Wizard, are displayed in red the step numbers corresponding to the workflow activities that were added in the previous step, indicating that the step properties need to be set. Each step has a number of required properties and fields requiring completion for the workflow to be valid.

    The Step Properties differ depending on the Step Type. To set the Step Properties for a Central Task or Central Task(Multi Action):

    • Highlight a step number.
    • Select a Date Type, a Calendar Date refers to a specific date and an Offset Date relates to Date Rules.
    • From the Responsibility for this step section, select an Employee Type to assign the step to, then select an option from the second drop down. Depending on the first select, either a person or group becomes available.
    • In the Next Step section, for each outcome, edit the name (where relevant) and select the next step from As a result jump to. When using Central Task (Multi Action) additional outcomes may be added by selecting the Add Choice option. A new outcome is created.

    Note: The step number changes from red to black after validating all the properties.

    If the required properties are not set on all the steps, the user cannot proceed to the next step and the following message is displayed:


    9.Click Next.
    10.In Step 4, the Confirmation tab of the Workflow Wizard, all the workflow steps are listed together with the relevant properties like the Step Type, Name, Milestone, Notify, Next Step and Responsibility. None of these fields are editable in this grid.

    11. Click Finish to save the workflow template. The following message is displayed:


    12. Click OK to close the Workflow Wizard.

    The workflow template created with the Workflow Wizard will be displayed within the Standard Workflow screen.