Workflows

Workflows

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Workflows comprise a series of tasks that are performed as a process to improve productivity and to assure steps are not omitted. Tasks may be performed sequentially or in parallel. A task may be marked as dependent on an earlier task being completed. 

ProTracker Cloud provides a library of workflows that serve as examples, such as: new account setup, annual client review, estate planning checklist, death of a client, or early retirement. These workflows may be related to or associated with a contact, client or group. Workflows may also be used as internal checklists for repetitive operations.

The use of workflows avoids missing steps in a complex process. The elimination of duplicate tasks and errors is another benefit to using workflows.

Task templates may be customized to your firm's processes. You may also create new task templates.

 

Actions

Follow the instructions below to perform tasks such as creating or viewing workflows.

To…

Then…

Create a workflow from the Workflows module:

  1. Select Workflows > Create Workflow in the left navigation bar. The create workflow screen displays. 
  2. Complete the fields in the form. See Field Descriptions for information on the field definitions. Fields marked by an asterisk (*) are required and must be completed to save the workflow.
  3. Click Save or click Cancel.

Assign a workflow from the Workflows module:

  1. Select Workflows > Assign Workflow in the left navigation bar. The assign workflow screen displays.
  2. Complete the fields in the form. See Field Descriptions for information on the field definitions. Fields marked by an asterisk (*) are required and must be completed to save the assigned workflow.
  3. Click Save or click Cancel.

Assign a workflow from the Contact or Client record:

  1. Select the Contact or Client you wish to assign the workflow. 
  2. Assign a workflow from the Actions menu.
  3. Complete the fields in the form. See Field Descriptions for information on the field definitions. Fields marked by an asterisk (*) are required and must be completed to save the assigned workflow. Click on Preview Task Tree to view task Dates and Assignments before committing . Navigate to Contact or Client Activities to see the resulting tasks.
  4. Click Save or click Cancel.

View a workflow:

  1. Select Workflows > View Workflows.
  2. Search for or click the workflow you wish to view.
    • The workflow screen displays
    • The Tree View subpanel opens up.
    • The relevant dependent task templates appear in the Tree View as links.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the record.

 

Create Workflow Screen:

Name:*
 Name the workflow.

Assigned to:

Click the Selector to choose a user associated with this workflow.

Activity Type:

Click the Selector to choose an activity type that this workflow is associated with.

Project Manager:

Click the Selector to choose the project manager of this workflow.

Related To:*

Click the dropdown menu to choose the Client, Contact, or Group that is related to this workflow.

User 1:

Click the Selector to choose a user associated with this workflow.

Skip weekends and holidays:

Check this box to exclude weekends and holidays from the workflow countdown or leave blank to include weekends and holidays.

User 2:

Click the Selector to choose a user associated with this workflow.

Workflow counts down to Target Date: 

Check this box to use, otherwise, leave blank.

User 3:

Click the Selector to choose a user associated with this workflow.

Description:

Enter a description for the workflow.

Teams:*

Click the Selector to choose the team(s) associated with this workflow.

Primary:

Click the circle next to the team designated as the primary team.

 

Assign Workflow Screen:

Related To:*                                  

 

Click the dropdown menu to choose Client, Contact, Group. The Contact, Client, or Group this workflow is associated with will automatically populate the adjacent field.

Add to Project:

Click the Selector to choose the project this workflow  is related to.

Start Date/Target Date:

Click the Calendar icon to choose a start date or target date or type the date directly into the field.

Project Manager:

Click the Selector to choose the project manager assigned to this workflow.

User 1:

Click the Selector to choose a user associated with this workflow.

Skip weekends and holidays:

Check this box to skip weekends and holidays or leave blank to include weekends and holidays.

User 2:

Click the Selector to choose a user associated with this workflow.

Workflow counts down to:

Check this box to set the workflow to count down to the target date.

Workflows:*

Click the Selector to choose a workflow template.

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