Workflow Steps
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Step Types
This document outlines various step types used in workflow processes, focusing on the default "Central Task" and "Central Task (Multi Action)" types that require user interaction. It details additional generic step types applicable across all workflows, including "Central DueDate Task" and various checks related to client assignments, business types, and employee categories. Each step type has specific properties and outcomes that dictate workflow progression. It also mentions the creation of documents through a designated template as a specialized function available with CCH Document Management.
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Step creation
This document outlines the process of managing workflow steps within a system. It highlights the automatic creation of a default final step labeled "End of workflow," which can be renamed or repurposed. Instructions for adding a new step include selecting the step type, naming the step (without special characters), and options for displaying it on the homepage and sending email notifications. Key properties such as responsibility and next steps are discussed, providing a comprehensive guide to customizing workflow templates effectively.
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Step order
The document outlines how to manage the steps in a workflow. It explains how to change the order of steps using the "Move Up" or "Move Down" options, add a new step via "Insert Step," and delete a step by highlighting it and pressing delete. An accompanying image illustrates the workflow step order process.
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Step properties panel
This document outlines the process for setting up step properties within a workflow grid, emphasizing required fields for validity. Key elements include defining step due dates (Calendar or Offset dates), assigning responsibilities to users based on rules, and setting up notifications and warnings. It provides guidance on how to manage notes related to steps and customize the next steps in the workflow. Users must ensure that all elements are defined correctly to facilitate smooth workflow progression.
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Check Employee Category
The document outlines the functionalities of the "Check Employee Category" option in workflow management. It describes how it evaluates the employee category of the workflow creator, allowing the assignment of multiple outcomes or a default choice based on that category. Specifically, it explains two key features: "Add Choice," which determines the flow of a workflow based on the creator's category, and "Add Default Choice," which redirects workflows from unspecified categories to a designated next step. Visual aids are included for clarity.
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Check Contact Type
The document explains the "Check Contact Type" feature, which evaluates the contact type of clients or contacts within a workflow. It offers the ability to create multiple outcomes based on different contact types, allowing for customized steps in workflow design. Additionally, it describes the "Add Default Choice" option, which directs the workflow to a standard step for a specific contact type while redirecting all other types to an alternative step. Visual aids are included to demonstrate the process.
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Check Office
The document describes the "Check Office" workflow activity, available in both Standard and Advanced Designer. This automated feature verifies the Office field specified in the Responsibility tab of the Client or Contact screen. It ensures that a specified office (e.g., London) is associated with the client initiating the workflow; if not, it defaults to the next designated step. Instructions for setting properties such as naming the step, selecting office values, and defining next steps are provided, along with a note on limiting choices based on existing office entries.
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Check Company
The document describes the "Check Company" workflow activity available in Standard and Advanced Designer. This automated function evaluates the Company field in the Responsibility tab of the Client or Contact screen. It checks if specified companies (e.g., CCH or UK Express) are set on the client initiating the workflow; if not, it defaults to a predetermined next step. Users can configure step properties, including company selections and multiple choices within the activity. Additionally, there are limitations on adding new choices if the existing number matches the companies listed in maintenance settings.
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Check Extra Field
The "Check Extra Field" activity allows users to verify the values of category extra fields set on a client. For example, it can check if the 'Delivery Option' field is set to 'Portal'. Users can configure step properties, including naming the check, selecting the extra field type and applicable value, and defining next steps. It is important to note that only category extra fields assigned to clients are available, and those allowing multiple values are excluded from this activity.
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Check Delivery Method
The document outlines the "Check Delivery Method" workflow activity in CCH Document Management, enabling firms to automate bill generation and delivery via email. It highlights three delivery options: Post, Publish to Portal, or Email, dependent on the set "Delivery Method" during billing. A structured approach for setting up a Document workflow is provided, detailing tasks and properties needed for successful execution. The workflow streamlines administrative tasks and improves cash collection efficiency, particularly for fixed fee services like VAT and Payroll. The document further explains how the system handles varying delivery methods during bill processing.
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Create Document
The document outlines the "Create Document" activity within CCH Document Management, highlighting its purpose to generate documents using predefined templates. It describes a workflow example where two documents are created based on different templates and provides guidance on setting step properties, including template selection, employee assignment, and handling successful or failed completion. It emphasizes that the "Create Document" feature is accessible only with CCH Document Management installed.
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Create Email from Document
The document outlines the "Create Email from Document" feature available in workflow templates, enabling users to email documents to selected contacts when multiple associations exist. It lists necessary conditions, such as having document management as the template source and ensuring the client has multiple associations. The workflow creation process is detailed in steps, from setting properties for the email activity to selecting the recipient contact from a dialog box. The document emphasizes the need for a valid email for the associated contact and describes how the email and attached document are generated.
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Convert Smart Report to PDF
The document details the "Convert Smart Report to PDF" workflow activity that transforms Smart Reports into PDF files for publication in Document Management. It outlines how to set step properties, run reports, and handle successful or failed conversions. The uploaded files follow a specific naming format and are categorized under a new document type, "Smart Reports." Additionally, it mentions available workflow templates for emailing statements and provides guidance on managing email templates. Practices are advised to use the "Save As" option for modifying workflow templates.
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Wait/Raise Event
The document explains the functionality of "Raise Event" and "Wait Event" steps in workflow management, specifically for coordinating steps between different workflows, such as Corporation Tax and Accounts Production. The "Wait Event" waits for completion of a "Raise Event" from another workflow, triggering automatic completion upon the latter's completion. The document outlines step properties for both events and details validation rules required for proper workflow interaction based on specific criteria like year-end dates and accounting periods.
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Workflow Launcher
The document outlines the functionality of the Workflow Launcher, allowing users to initiate different workflows within an ongoing workflow. It provides steps to configure the launcher, including workflow selection and error handling. Validation rules for launching specific workflows based on client data are detailed. Additionally, it describes notifications users will receive if a launched workflow fails to complete or if it has already been initiated for a client. Images illustrate the process and errors encountered during workflow launches.
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Description note for Workflow steps
This document outlines the features of the Note section in the step properties panel for Central Tasks and Central Tasks (Multi Action) within the Standard Designer. Users can add notes with a maximum of 512 characters to describe the workflow steps. These notes can be viewed and edited via the Workflow Homepage control or when opening tasks from the Client screen or Tasks homepage control. Changes made to the notes are saved only for the selected workflow.
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Employee types
This document outlines various employee types for task assignment in a workflow system. It details categories such as Employee Category, Responsibility Type, Specific Employee, Client Partner, Workflow Owner, Step Owner, Security Group, Reports To, and Client-related assignments. Each type influences how tasks are assigned based on predetermined criteria, such as whether an earlier step has been completed and the roles of employees involved. The document emphasizes automated prompts for further task assignment following each selection and notes that if responsibility types are not set, tasks default to the Workflow Owner.
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Responsibility Type use Assignment Team
This document outlines how Responsibility Types for Central Tasks within Assignment Jobs workflows can be assigned from the Assignment Team rather than the Client Team. If a Responsibility Type like "Manager" exists in both teams, it will default to the Assignment Team. If it exists only in the Client Team, the task is assigned accordingly. If it is absent in both teams, the workflow owner takes responsibility. The same assignment rules apply to related workflows, including Personal Tax and Accounts Production.
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Assignment Team responsibilities
This document outlines the assignment process for Document workflows, emphasizing the roles of Assignment Managers at different levels. It explains how tasks are assigned based on the presence of Assignment Managers at the Assignment and Client Levels. If an Assignment Manager is designated at the Assignment Level, that individual receives the task; if not, the task goes to the Client Level manager. If neither level has a designated manager, the workflow owner is assigned the task.
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Offset Dates
This document explains how to create and manage Offset Dates in a workflow system. Offset Dates are customizable reference points for setting deadlines. Users can create Date Rules that specify offsets from established deadlines, requiring a reference date. If existing reference dates don't meet specific needs, users may create Custom Reference Dates. Additionally, management of these dates is subject to Task Permissions for security. The document also provides links to related topics for further guidance.
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Custom Reference Dates
The document provides instructions for setting up custom reference dates in CCH Workflow. Users can define their own reference dates alongside hard-coded ones by navigating to the Central Workflow maintenance section. It details the steps to add, edit, and manage custom reference dates, including specific parameters like description, day, month, and year options. The document also explains how to associate these dates with various date rules applicable to specific products or templates and includes guidance on marking a reference date as inactive. Additionally, a search feature for custom reference dates is mentioned.
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Date Rules
This document outlines the process of using and managing date rules within the Standard Designer's workflow. It describes how to access the Date Rules window, where users can view predefined rules or create custom ones. Key components include adding descriptions, selecting rule types like Offset or Date, and defining parameters for months, days, hours, etc. Users can mark rules as inactive, search for specific rules, and edit existing ones by double-clicking. The document provides guidelines and steps for effective date rule management to streamline workflows.