Automation Process Filters

Automation Process Filters are used to determine what information is or is not included in the process. 

Each filter contains various settings to be configured, for example, if the Automation Process can be run only once for each client. When creating a Process, the Filter will also determine which steps are available to be added.

When running a process from a List, the Filter will be used to determine which Processes should be displayed. For example, Automation Processes with "Client - View Filters" selected will be available from the Clients Lists.

Note: Filter settings do not apply when running a process from a list, including the restriction to run an automation only once per client.

Filter Settings

Filter Types

View Filters

The Filter Type allows you to select the source of the data:

• Documents
• Job
• Clients
• Tasks
• Practice Activity
• Invoice - Elite plan only
• Time Entry - Elite plan only
• Employees - Elite plan only
• Imported CSVs (Beta)

Depending on the Filter Type selected, different Views and Process Steps will become available.

Select Filters

The "Select Filters" type is only available to "Client - Select Filters". A range of client fields, including custom fields, will be displayed. The user will be able to update each field to filter the data from within the Automation Process, removing the need to create a view.

View

The Views available to select from will depend on the chosen Filter Type, and if the View has been enabled for Automations. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.

If you want to make the process available for all Clients, Documents, Jobs, Tasks, Practice Activity Events, Invoice, Time Entry, or Employee, you would select a view that shows "All".

Run Only Once Per Job

The Run Only Once per... option is available when using a "View Filters" Filter Type, for example, Run Only Once Per Job, or Run Only Once Per Client. This option is not available for "Client - Select Filters".

The Run Only Once per... option allows the process to run only once against the criteria to avoid creating duplicates against the same client, job, etc. For example, if you had a process you wanted to apply only once for a client, you would use the "Client - View Filters" option, select your View, and tick "Run Only Once Per Client."

Note: The Run Only Once Per option does not apply when running an automation from a list.

Filters

Filter	Details
Client - Select Filters	Allows the user to select from the client fields, including custom fields, to search for matching clients. Refer to Setting up Custom Processes.
Documents - View Filters	Returns the Views from the Documents Lists. For example, a view may have been created for Signed Documents. Refer to Using the Documents Lists.
Client - View Filters	Returns the Views from the Clients Lists. For example, a view may have been created to display clients with a Custom Field "Mail Merge" set to "True". Refer to Using the Clients Lists.
Job - View Filters	Returns the Views from the Jobs Lists. For example, a view might have been created for all Jobs where the name contains the phrase "Annual Compliance". Refer to Using the Jobs Lists.
Task - View Filters	Returns the Views from the Tasks Lists. For example, a view may have been created to show overdue tasks. Refer to Using the Tasks Lists.
Practice Activity - View Filters	Returns the Views from Practice Activity. For example, a view may have been created based on the event status of Action Required and Failure. Refer to Practice Activity.
Invoice - View Filters	Returns the Views from the Invoices List. For example, a view may have been created to display overdue invoices. Refer to Using the Invoices Lists.
Time Entry - View Filters	Returns the Views from the Times lists. For example, a view may have been created to display draft time entries. Refer to Displaying and Updating Time Entries.
Employee - View Filters	Returns the Views from the Employees Lists. For example, a view may have been created to display employees with an upcoming Employee Performance Review date. Refer to Practice Employees.
CSV Data Import (Beta)	Returns a list of Document Views filtered specifically by the CSV File Type, to allow the user to select a CSV file. The data can be imported using Merge Fields in the Procession Automation Steps, for example, to create new clients or Disbursement Entries. Refer to Importing and Updating Data using the Automation Process CSV Import Filter (Beta).