When a Custom Process is set up with a Document View as the Filter, or whenever a Process includes a step that creates a document, you can use the Alter Document step. For example, this could be used to automatically add the client name to the name of a document.
- For a Process that is filtered with a Document view to retrieve a collection of documents, you can use the Alter Document to update any key fields. You can also add a Task or a Comment to the document which can be used as notifications.
- For a Process that creates any Documents, Emails, Phone Calls, File Notes or Meetings, (with the steps Create Word, Create Email, Create Spreadsheet, Create Presentation, Create Phone, Create Note, Create Meeting) you can also use the Alter Document step to change the filing details, add a Task or Comment to a document that has been created in that Process.
- For a Process which creates an Invoice (using the Create Invoice step) the Alter Document step can be used to process workflows, for example, create a task to review the Invoice. Alter Document can also be used to notify staff using a comment when the Invoice is marked as paid.
Selecting the Document to Alter
In Alter Document step, in the Action section, the Document field indicates which document to alter.
Selecting the Trigger Document
To select the document that has been retrieved by the Document view in the filter, select "Trigger Document".
Selecting a Document Created in the Process
If the Process includes any steps that create documents, you can select one of these documents as the document to alter. The Alter Document step is available to be selected from the list of Actions if there is at least one Create step in the Process. This applies when the Process is filtered by any type of View, or by the Client Filter.
In the Action section in the Alter Document step, you can select one of the documents that have been set up to be created in the Process. This only includes the documents created in steps that are before the Alter Document step in the Process. The number of the step in the process is included for clarity, for example, "1: Create Word > Document" indicates a document that was created in Step 1.
Alternatively, if the Process is filtered with a Document view, you can also select Trigger Document. For example, you may have a Documents View for Invoices pending approval. When an Invoice matches the criteria for this view, it will trigger the automation (i.e. the Invoice will be the Trigger Document).
In the following example, the Process has steps that create a Document and create an Email. Select the document you want to alter.
Set the Filing Details to Change
In the Filing section in the Alter Document step, the Name of the document is set as a default as the Original Filename. The fields will default to "Don't Update" which leaves what is already selected for the document.
Where relevant, update the Cabinet, Category and Filing details.
The status in Filing can be set to "Archived" to archive documents. The documents will be included in the Documents Archived view. For example, the Document View filters documents with year categories older than seven years, and Alter Document can archive these documents.
If the status in Filing is set to "Delete", the documents will be deleted, and displayed in the Documents Deleted view.
In the Workflow section, the options for Owner, Approver and Workflow status will default to "Don't update" and can be changed.
In the following example, the document is sent to the Approver and the Workflow Status has been changed to "Pending approval".
An example of when the Alter Document can be used is documents that have been sent by the client using the New Collaborate Client Uploads folder (refer to Receiving Documents from the Upload Folder). When the documents are imported, a Custom Process with the Alter Document step can be used to file the documents, for example, as "Workpapers".
Add a Task
To add a Task, expand the section, set Create a Task to "On", and then enter the task details.
In the example above, a Task will be created when an invoice is created to send the invoice to the partner for approval.
Time in automation steps is used in the Capacity Planning and AutoTime functions, available to practices on the FYI Elite plan.
By adding time, you can forecast the time for users required to complete tasks, and even create draft timesheets when the task is complete.
Refer to Capacity Planning Overview - Beta.
Add a Comment
Automatic notifications can be defined and triggered as part of process automations using Comments. This ensures that you are aware of documents that have been imported, filed or changed automatically in FYI. Refer to Automation Notifications