Most Automation Processes use a trigger and a filter, and include one or more steps.
- The Trigger controls whether the process runs on a Scheduled time basis or it is Manual and can can be run manually, as and when needed.
- The Filter determines what information is or is not included in the process.
- The Steps control the actions done by the process, such as creating an email or Word document and filing it and then creating a task relating to it.
When you open a process with steps, the Trigger, Filter and other controls for the process display at the top.
- The Sample Processes are set to run with specific settings. For these, the Trigger and Filter are fixed (for example, to runs when a "New Document" arrives). You will therefore not be able to change the Trigger and Filter. You can however make modifications to the steps in these processes. You can also use them as examples when setting up your own Custom Processes.
- Any Custom Processes that have been set up for your practice will have the Trigger and Filter set up as relevant for the process.
The following is example of the Tax Assessments AutoFile that is scheduled to run Daily, with specific filters set.
The Status can be "Active" or "Draft". A process will only be run if the Status is "Active".
When the Status of the Process is "Draft", a message displays as a reminder that it will not run when you click the Back button or when you leave the page.
The name of the process.
You can change the Name by clicking on it, make the change and click the Tick icon to save the change (or click the X icon to not save the change).
This controls the way in which a process can be triggered:
- Scheduled Daily
For an example of a process that is Scheduled Daily, refer to Tax Assessments AutoFile (Agreed & Not Postal/Agreed & Postal) (Australia Only).
- Due to an event (for example "New Document").
For an example of a process that runs due to an event, refer to Negative Email Alert.
The process is run as and when required, for a specific client.
For an example of a process that is run with the Trigger set as Manual, refer to Client Ledger Reports AutoFile.
For full details of the process Trigger, refer to Setting up Custom Processes.
A filter determines what information is or is not included in the process.
For example, a process is set up that filters import tax assessments that agree with the original assessment and a different process, with different actions, is set up for tax assessments that vary from the original assessment.
For full details of the process Filter, refer to Setting up Custom Processes.
Other Process Controls
Owner. The Owner is set by default as the user who made the process active and this can be changed if required. If the process fails, an email will be sent to this user as notification. You can set this as "Me" to set yourself as the owner.
Start From is only relevant for processes that import documents. This allows you to enter the date from which you want to start retrieving the documents. If you enter a date in the past, this will import documents from that date, This will only import documents that have not already been imported.
Last Run shows the date the process was last run. It includes a green tick or a red X icon to indicate if the process ran as a success or with an error. Clicking the View history link displays the History tab filtered to show the history of the specific process, Refer to Automation History.
Inherit Job. When the Filter Type is set as Document View, the Inherit Job option is included in the process. Refer to Custom Processes using Views and Summary Notifications.
Editing a Process
When editing an "Active" Processes, making a change to anything other than the Process Name, Owner or Start From date, will automatically set the Status to "Draft". When you click the Back button or when you leave the page, a message displays as a reminder that the Status of the Process is "Draft".
Archiving a Process
You can make a Process "Archived" by clicking the Archive button.
You can restore an "Archived" process by clicking the Restore button. This restores the process with the Status set as "Draft".