Running Custom Processes

There are different ways in which Custom Processes are run depending on how they are set up and your access.

Where to Run Custom Processes

Manual Custom Processes

When creating a manual Custom Process, users can select where the Automation Process can be run from - Workspaces, Lists, and/or another Automation Process. Refer to Setting up Custom Processes.

• From Workspaces - Where a Manual Custom Process has been set up with the Filter set as "Client - Select Filters", "Client - View" or "Job - View", it can be run directly for the specific client from the Client workspace in the Client - Processes tab or the Job - Processes tab. Employee Processes with a filter of "Employee - View Filters" can be run from the Employee - Processes tab.
  
  
• From Lists - Custom Manual Processes can be run directly from the Client, Jobs, and Documents Lists in FYI for up to 50 selected items. This includes running automations from lists within the Workspaces, for example from the Client - Documents list. For practices on the CSV Import Beta, import processes with a CSV Document View can be run from a Document List.
  
  
• From Process Step (another Automation) - Any Manual Custom Process can be run by opening it from Automation - Processes. Processes can only be accessed in this way by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.

Scheduled Custom Processes

A Scheduled Custom Process runs automatically according to the schedule that has been set up. These processes cannot be run manually at another time outside the schedule.

Running a Custom Process from a Workspace

Automation Processes can be run from the following Workspaces:

• Client - Processes tab 
• Job - Processes tab
• Employee - Processes

To run a process from a Workspace, the user must belong to a User Group with the "Run from Workspaces" permission enabled. Refer to Managing User Groups.

Client - Processes Tab

For the relevant client, display the Client - Processes tab.

The Client - Processes tab displays any active Automations and Custom Processes that have been set up to run manually and that can be run for a selected client.

To run one of these for the selected client:

1. Click the Run button next to the relevant Process on the Client - Processes tab.
   
   If relevant to the Process, a prompt displays for you to select, for example, the Job that any emails or documents created by the process will be filed under, or to run the process as defined.
   
2. Click Run.
   
   The process runs for the relevant client.

Note: Where a Client filter has also been applied to a process for selected clients, the process displays in the Client - Processes tab for all clients, not just to those the filter applies.

Job - Processes Tab

Automations and Custom Processes that have been set up to run manually and that can be run for a selected client are also displayed in the Job workspace from the Job - Processes tab. The process is run in the same way as from the Client - Processes tab. When you are prompted to select the Job (under which to file any documents created by the process) the current Job displays as default.

Employee - Processes Tab

1. Navigate to Practice - Employees to access the Employee workspace.
   
   
2. Click the relevant employee's name.
   
   
3. Click the Processes tab. A list of the manual Employee Processes will be displayed.
   
4. Click Run. The process runs for the relevant employee.

Refer to Employee Processes and Process History.

Running a Custom Process from Lists

Running a manual Automation Process from a list allows users to run the automation in bulk, for example, for selected clients from the Client list.

This function is available for the following Lists in FYI:

• Clients
• Jobs
• Documents
• Employee

Automation Processes can also be run from Lists displayed within a Workspace, for example, the Client - Jobs tab, or the Job - Documents tab.

To run a process from a List, the user must belong to a User Group with the "Run from Lists" permission enabled. Refer to Managing User Groups. The Automation must have also been enabled to use the From List setting. Refer to Setting up Custom Processes.

To run an Automation from a List:

1. Navigate to the list, for example, Clients list.
   
   
2. Use the tick box to select one or more options, for example, to select multiple clients. The Automation process will only run for the selected options.
   
3. Click the Run Automation button displayed in the toolbar.
   
4. The Process pop-up window is displayed.
   
5. Select the Process from the drop-down box.
   
   Only active manual Automation processes configured to use an appropriate Filter will be displayed. For example, Automation Processes using a Job Filter will not be displayed on a Client List. Refer to Setting up Custom Processes.
   
   Note: When running an Automation from a List, the process will run for all items selected in the list, regardless of the Automation filter criteria. For example, using an Automation to email a segmented client list will run for the clients selected in the list, not just those in the required segment.
   
   
6. The Run window will be updated to confirm the number of items the automation will be run for. It is important to confirm this number before running the automation, to ensure you don't inadvertently run the automation process for more clients, jobs, documents or employees than intended.
   
   If there are more than five items selected, a preview will be shown below, with the total number displayed beneath the process name.
   
7. Click Run.
   
   
8. A loading box will be displayed in the bottom right-hand corner while the process is initiated.
   
   
9. To view the status of the process, refer to the Process History tab, for example, Client - Process History. To view the history for all automations, refer to the Automation Process - History tab. Refer to Automation History.
   

Running a Custom Process from Automation Processes

An FYI Admin, or a user in a User Group that has Permissions enabled for Automations, can run any Manual process from Automation - Processes. You can run a draft or an active process.

1. Edit the process from Automation - Processes.
   
   
2. Click Run.
   
   
   For a process with a Client Filter, a list of Clients displays as per the Filter with a count of the number of clients it will run for.
   
   
3. Before proceeding, always check the number is what you are expecting. In the following example, the process will run for 486 clients.
   
   For a process with a Filter set as a Document View or  Job View, the list of documents or jobs displays as per the Filter with a count of the number of Documents or Jobs it will run for.
   Always check the number of documents or jobs the process will run for.
   
   
4. To run the process, click Run.

Requesting to Run a Process that is already in Progress

If you try to run a Process that's in progress, a message displays similar to the following

• "This process is already in progress for this client".

If required, you can stop the Process. Refer to Stopping a Process that is in Progress.

Making Changes when a Custom Process is in Progress

Changes to the Process

If you update the definition or steps in a Custom Process while that process is executing, any changes will not be taken into effect for the executing process. It continues with the settings as when the process started.

The following is an exception to this:

• If the contents of Templates are changed, this will update in the process that is executing. Selecting a different Template altogether will not update the process. 

Changes to Assigned Manager or Partner (in a Job or Client)

"Manager" or “Partner” can be selected as the Assignee in the Create Task steps, Sender in the Create Email steps and as the Owner or Approver in the Workflow section of steps.

While a process is in progress, if the user that is selected as the Manager or Partner for a Job or Client is changed, the new user will be selected when the step is processed. It will not use the Partner or Manager that was selected when the process started. This is especially relevant if the process includes a Create Task that is a blocking Task, or if a Delay step is added to the process.

• For a process that is run for a Client, the Manager or Partner is taken from the Client Details.
• For a process that is run for a Job, the Manager or Partner is taken from the Job Details.