Plan: Not Available: Intermediate, Pro Available: Elite
Users: Available: All users
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
When creating and receiving forms, the Workflow status will be automatically updated, allowing practices to easily track the progress of a form. Additionally, once Forms has been enabled, several optional Workflow statuses are available on all documents, enabling practices to manage reviewing and approving both forms and other documents before making updates to data.
Workflow may also be used in Automation Processes, for example, using views filtered to the relevant status. Refer to Setting Up a Custom Process for Form Management.
Note: Using the Pending Submission, Submitted or Reviewed Workflows will not lock the document, or display the Lock icon, unlike the Document Workflow process.
Form Workflow
Once Forms has been enabled, the following Workflow Statuses are available to use when working with all documents, including forms. If the Forms feature is then disabled, these Workflow statuses remain available.
Note: The following user settings or permissions are required when selecting relevant statuses:
- All users will be able to set the Workflow Status to Submitted, Reviewed, and Pending Submission.
- FYI Admins are the only users who can select or update documents to a Finished status.
- Documents marked as Pending Approval or Approved can only be updated by users with an Approval Level selected in their User Profile.
The following table describes how each of the additional Workflow statuses can be used for forms.
| Workflow | Details |
| Not Started | The initial status selected automatically when a form is first created from a template. |
| Pending Submission |
Selected automatically when a form is shared via email. Note: Forms that have been partially completed and saved will remain as Pending Submission until the "Submit" button on the form is clicked. |
| Submitted |
Selected automatically when the user completing the form clicks "Submit". When a Client Form has been submitted, the Form Link is no longer accessible. |
| Changes Requested |
Used when a form has been reviewed and there are changes required, for example, to update the data within FYI. This status is optional. |
| Reviewed |
Used to indicate the form has been reviewed, for example, ensuring the form was completed correctly, or that all details were completed. This status is optional. |
| Pending Approval |
Used to request approval, for example, to confirm the form was reviewed and requested changes have been actioned. This status is optional. Users must have an Approval Level selected in their User Profile to update the Workflow Status for documents marked as Pending Approval. |
| Approved |
The form has been reviewed and approved. Users must have an Approval Level selected in their User Profile to update the Workflow Status for documents marked as Approved. |
| Finished |
The last stage of the Workflow, and used to indicate all work has been finalised. Users must be an FYI Admin to select or update the Workflow Status to Finished. When selected, the document will lock, but the Lock icon will not display. Once the workflow status of a Form is updated to Finished, the original form will be permanently deleted and automatically converted to PDF. |
Working with Workflow Status
Viewing the Workflow Status
Forms include a Workflow Section in the drawer.
This will display the current status, the Owner of the form, and if using Workflow Approval, the selected Approver of the form.
The Workflow column can also be added to the Document list, and filtered if required. Saved views can be used for Automation Processes if required, refer to Setting Up a Custom Process for Form Management.
Updating the Workflow Status
The Workflow status can be updated by the following:
- Automatically, for example when a form is submitted.
- From the Forms Drawer Workflow section, by selecting a new status from the drop-down.
- Using Documents Bulk Update and selecting a new status from the Workflow drop-down.
Changes to the Workflow status will be reflected in the Activity section of the Form Drawer.
Task AutoComplete
The AutoComplete Tasks function allows tasks that have been created by an Automation Process to be automatically set as "Complete" when the selected condition is met.
This includes Forms Workflow status. For example, tasks may be created by an automation process for Forms with the status of "Pending Submission". If the form is completed and updated to "Submitted" or "Reviewed", the task will be automatically completed.
Refer to AutoComplete Tasks.