Establishing a New Entity

Establishing new entities involves important compliance procedures for your clients. This example Custom Process creates the tasks and client communications for establishing a new entity for an existing client group.

This custom automation has been created by the FYI team, ready to be imported to use in your practice. To download our quick reference guide, click here (or download the file from the bottom of this article).

Importing this Custom Automation

Click here to download the file used to import this 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 and Importing Custom Processes using Drag and Drop.

Creating the Custom Process

The following sections detail how to create this Custom Process directly, without using the Import feature.

• Setup the Templates used in the Process
• Create a View or Determine the View to use
• Add the Custom Process
• Add Step 1 - Create a Task to Order the New Entity
• Add Step 2 - Create a Task to Invoice the New Entity and Collate for Signing
• Add Step 3 - Create a Task to Apply for Tax and Business Registrations
• Add Step 4 - Create a Phone Call Record
• Add Step 5 - Create the Email to Send the Signed Copies of Documents
• Add Step 6 - Create Additional Tasks
• Testing a Manual Custom Process
• Set the Status of the Process to "Active"
• Running the Process
• Download Files

Watch the video walkthrough to learn how to customise this Custom Process.

Setup the Templates used in the Process

This example Custom Process uses the following template:

• Email template "New Entity Establishment - Signed Copies” used to send out an email with a link to the signed documents
  
  Ensure the template includes the {{ AttachmentLinks }} Merge Field to send the documents securely using Collaborate.

The following is an example of the Email Template.

Create a View or Determine the View to use

As this Process will be run manually, it can be set up with the Client view "All clients" which includes all "Active" clients,.

Note: Ensure your new Client has already been set up in your practice management software, and synchronised to FYI. Ensure the Client has the following details as a minimum:

• Client Name
• Email
• Contact Name (Optional)

Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
2. Add the Name of the Process, in this example, "Establish a New Entity".
3. If required, add any additional description of the Process in the Description.
4. In this example, the Process will be run manually so the Trigger is set to "Manual".
5. The Filter is set as Client - View Filters using the "All clients" view.
6. Ensure Run Only Once Per Client is selected.
   
   

The following is an example of the Process

Add Step 1 - Create a Task to Order the New Entity

This step creates a Task assigned to the user who will order the new entity and finalise the client information in your practice management software after receiving the new entity order form and the signed client approval.

1. Click Add Step and select Create Task to create a Task with the Subject “Order new entity & finalise XPM details”.
2. Select the Assignee as the person responsible for ordering the new entity, in this example, the client's Manager.
3. Set a Due date for completion of the task.
4. Ensure Blocking is selected as “Yes”. This ensures that this step is completed before the process continues.
5. Add any instructions in the Task Details.
   In this example, a link has also been included to the internal procedure document in FYI to provide quick access to this document.
   
   
6. Click Save.

Add Step 2 - Create a Task to Invoice the New Entity and Collate for Signing

This step creates a Task assigned to the user who will enter costs, prepare an invoice and collate establishment paperwork for signing.

1. Click Add Step and select Create Task to create a Task with the Subject “Invoice new entity & collate for signing”.
2. Select the Assignee as the person responsible for completing the task.
3. Set a Due date for completion of the task.
4. Ensure Blocking is selected as “Yes”. This ensures that this step is completed before the process continues.
   
   
5. Click Save.

Add Step 3 - Create a Task to Apply for Tax and Business Registrations

This step creates a Task assigned to the user who will apply for tax and business registrations.

1. Click Add Step and select Create Task to create a Task with the Subject “Apply for tax and business registrations”.
2. Select the Assignee as the person responsible for completing the task.
3. Set a Due date for completion of the task.
4. For this Task, ensure Blocking is selected as “No”. This will allow the process to continue to the subsequent steps.
   
   
5. Click Save.

Add Step 4 - Create a Phone Call Record

This step creates a Phone Call record assigned to the user who will conduct a new entity sign off meeting.

1. Click Add Step and select Create Phone to create a Phone Call record with the Description “Call to organise new entity sign off meeting”.
2. As part of the Phone Call record, in the Task section, create a Task and select the Assignee as the person responsible for completing the task once the documents are signed.
3. Set a Due date for completion of the task.
4. Ensure Blocking is selected as “Yes”. This ensures that this step is completed before the process continues.
5. If relevant, you could set the Task as Autocomplete (for example if the Workflow Status of the Phone Call was set to "Complete"). Refer to AutoComplete Tasks.
   
6. Click Save.

Add Step 5 - Create the Email to Send the Signed Copies of Documents

The next step creates the email that will be sent to the client. This also assigns a task to scan and attach the signed documents to the draft email and creates comments to notify relevant team members that the email is ready to send.

1. Click Add Step and select Create Email.
2. Select the email Template, in this example "New Entity Establishment - Signed Copies".
3. Select the Sender as required.
4. For Save or Send, select "Draft in FYI".
5. Review the Filing details and rename the subject of the email if required.
   
   
6. In the Workflow section, select the Approver, in this example this is set as "Partner" and select the Workflow as "In Progress".
7. In the Task section, create a task and select the Assignee as the person responsible for scanning the signed documents, attaching these to the draft email and completing the task.
8. In the Comments section, add a comment to notify the relevant team member(s) that the new entity establishment documents have been signed.
   
   
9. Click Save.

Add Step 6 - Create Additional Tasks

This step is designed to allocate a Task for the relevant user who will create any additional tasks that require completion, based on the entity structure. For example, add to the Corporate Compliance Software, and lodge the form to act as the agent. 

1. Click Add Step and select Create Task to create a task with the Subject “Complete ancillary tasks”.
2. Select the Assignee as the person responsible for completing the task.
3. Set a Due date for completion of the task.
4. Add the Task Details to provide further instructions to the assignee on the additional tasks that may be required.
   
   
5. Click Save.

Testing a Manual Custom Process

When setting up a Custom Process, it is very important to test it to ensure it is working as expected.

1. Click Test.
2. The Select Test pop-up displays a list of the Clients based on the Filter that has been set up in the Process.
3. From the Select Test, search and select a specific client to run the test for.
4. Click Run Test.
   
   
5. Navigate to the Tasks list in the relevant client's workspace and review the “Order new entity & finalise XPM details” Task which is the first Task created by the process.
   
   Refer also to Testing Custom Processes.

Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

Running the Process

As this Process is run for a specific client, it is recommended to navigate to the Client - Process tab for the relevant client to run the Process.

1. Navigate to the Client - Processes tab for the relevant client.
2. Locate the Process "Establish a New Entity"
3. Click Run.

For details of the different ways to run a Custom Process, refer to Running Custom Processes.

Download Files