Workflow Overview

The Workflow functions in FYI allow emails and documents to be managed through their life-cycle and to control the Workflow of documents between team members.

Note: Workflow functions are only available for practices on the Pro and Elite plans. Refer to Subscribing to an FYI Plan. For any other FYI plan, emails and documents will never be set as locked or read-only.

Workflow can be set for any type of document so they can be managed from "In Progress" and 'Awaiting Info" to "Pending Approval" and if relevant, "Pending Client Signature". 

An FYI Admin will set the “Approval Level” of the user profile for each user. The Approval Level controls the Status that can be set for a document and who can edit a document. 

The only exceptions to this are:

• Users assigned to a User Group with Create Automations permissions can select any Workflow Status in automation steps, including approval statuses. 
• Users assigned to a User Group with Create Invoices permissions will be able to edit invoices regardless of Workflow Status.

Separate Approval Level user settings are still required to manually apply approval statuses outside of automation steps.

Use Workflows to:

• Ensure the correct people have access to edit documents.
• Draft emails in FYI so they can be approved before being sent.
• Prevent further editing of documents.
• Lock the details of Phone Calls, File Notes and Meetings so they cannot be changed.
• Track the status of a document, for example, an Invoice can be set to Invoice Approval or Awaiting Payment. 
• Manage informational updates, for example, indicate that a document is "Waiting Info" or "In Progress".

To track workflows, as well as views in the Documents lists such as Workflow - Pend. Approval (which is filtered on the Status), each user has the My Approvals tab in their Home. This displays any emails or documents for that user's attention in the workflow process. It displays emails or documents with a workflow Status of "Pending Approval" and where the user has been assigned as the Approver.

The Home - My Approvals list displays as follows.

A Pending Approval custom process can be set up to send summary notifications to each of the relevant approvers when there are documents with the workflow status "Pending Approval". This custom process can be imported from our Automations Library, refer to Pending Approval Notification.

For more information on custom Summary Notifications, refer to Custom Processes using Views and Summary Notifications.