Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
The following is an example of a detailed Custom Process designed to automatically create meetings, workpapers, emails and tasks to assist in the completion of annual compliance jobs.
This example consists of two Custom Processes:
-
Year End Compliance Job - Start to Finish
- Send for Signing
The Year End Compliance Job - Start to Finish includes an Execute Process step to run the Send for Signing Process from within Year End Compliance Job - Start to Finish.
Year End Compliance Job - Start to Finish is based on the Job State of "Planned", therefore it is important to keep Job States up to date to ensure all relevant clients are included in the automation.
Year End Compliance Job - Start to Finish includes sending a checklist spreadsheet to a client as Co-edit.
Note: To send a document as Co-edit, you must have the Collaborate functionality configured. Refer to the section Setting up New Collaborate and to Co-Editing a Document with a Client.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
What's Included
The Year End Compliance Job - Start to Finish process will be set to run on a 4 hourly Schedule. The Send for Signing process is set to Manual and can be run from the Workspace, List or as an Execute step.
When importing this automation the following items are included:
Custom Views
The following Views and their associated details are used for these processes:
| Name | Type | Filters |
| Open | Job View | Inactive Jobs are hidden |
| Planned Annual Compliance Jobs | Job View |
Inactive Jobs are hidden Name contains Annual Compliance State = Planned Job Type = Workflow & Standard Jobs |
Task Templates
The following Task Templates and their associated details are used for these processes:
| Name | Assignee | Due Date | Details |
| Collate final account pack and signing package, and send for signature |
Recommendation to utilise a User Role custom field: Administrator Note: you will need to update the template to your preferred User Role |
1 Day | Review invoice and complete task when the invoice is finalised. |
| Job Rework Required |
Recommendation to utilise a User Role custom field: Accountant Note: you will need to update the template to your preferred User Role |
2 Days | Complete Company Review |
| Job Ready for Review | Manager | 2 Days | |
| Assign Job Details | Manager | 2 Days |
Templates
The following Templates and their associated details are used for these processes:
| Name | Type |
| FYI: Year End Checklist | Spreadsheet |
| FYI: Year End Queries | |
| FYI: EOY Workpapers | Spreadsheet |
Job States
The following Job States and their associated details are used for these processes:
| Name | Type |
| Pending Client Info | Standard |
| In Progress | Standard |
| At Review | Standard |
| First Review | Standard |
| Final Review | Standard |
| Ready to Send | Standard |
| Completed | Completed |
| Planned | Standard |
When importing process(es) the Automation Import wizard allows you to map imported fields and components, to match your practice's platform configuration or to use the defaults provided with the process as outlined above.
Importing this Custom Automation
Click here to download the file used to import the example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes.
What's Next
Ensure you Review your Automation, Templates and Views.
Templates can be located in your Knowledge workspace, you can review and personalise any imported templates, ensure that you set the Template Status to active when you've finalised your review and customisations.
Review and update the Process Controls and Process Steps for your Automation. Specific comments have been added to the steps where action is required. These will display in blue.
After reviewing all items for your Automation, ensure you Test the Automation. When ready, set the Status of the Automation to Active.