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Filtering and sorting files in the Workflow Manager

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Setting Filters

The filters function in the Workflow Manager allows you to filter and sort all of your files based on any combination of the following:

  • Client
  • Period
  • Client Type
  • File Type
  • Status
  • Team
  • Deadline

Client Name

Filtering by the Client Name is generally used when you want to find a single client or group of clients with a similar name. To set the client filter in the Workflow Manager:

  1. Click on the Client tab:
  2. In the pop up menu type in the name or a key word for the client:
  3. Click Search:

Period End Date

With the Period filter you are able to isolate the files for a particular period end (e.g. 30 June 2015) or for a period end range (e.g. from 31 March 2015 to 30 June 2015) with any files with a period end between these dates appearing in the search results. To set the period filter in the Workflow Manager:

  1. Click on the Period tab:
  2. In the pop up menu enter either:
    (1) A single period end (entered into both fields)

    (2) A date range
  3. Click Search:

Client Type

You are able to filter your files easily by the Client Type to provide a more specific list of clients. To set the Client Type filter in the Workflow Manager:

1.  Click on Client Type tab;

2.  Using the tickboxes, select the appropriate file types that you want to filter
     by;

File Type

You are able to filter your files easily by the engagement type, with the three default engagement types of either Audit or SMSF or Trust. To set the File Type filter in the Workflow Manager:

  1. Click on the File Type tab:
  2. Using the tickboxes, select the appropriate file types that you want to filter by:
  3. Click Search:

Workflow Status

Filtering on the status of your files allows you to quickly and easily isolate all of the files in your firm which are marked as being at a specific stage through the engagement process. For instance, if you are a manager in a practice and would like to view all of the files which you have ready for review you can set this filter to "Ready for manager review" to display these files. To set the Status filter in the Workflow Manager:

  1. Click on the Status tab:
  2. Using the tickboxes, select the appropriate status or statuses that you want to filter by:
  3. Click Search:

Team Members

While using the Workflow Manager you are able to filter based on anyone who is part of the team, which for clarity for the purposes of this feature includes SMSF Administrators. To set the team filter in the Workflow Manager:

  1. Click on the Team tab:
  2. Using the tickboxes, select the appropriate team member, team members or administrators that you want to filter by. It is important to note that files where the person selected has not been added to the engagement team or is not allocated as the administrator will not be displayed:
  3. Click Search:

Deadline

If you have inserted a deadline against each of your files, you will be able to take advantage of using the Deadline filter. To set the deadline filter in the Workflow Manager:

  1. Click on the Deadline tab:
  2. In the pop up menu enter either:
    (1) A single deadline entered into both fields

    (2) A date range
  3. Click Search:

 

Saving Filters

Once you have selected your filters you can save this selection as a report to refer back to quickly.

  1. On the top right hand side of your screen select Unsaved filter (Save):
  2. Type in the name of your report and click on Save. Multiple different reports can be created by selecting different filters and saving as a customised report.

 

Clearing Filters

To clear any of the filters:

  1. Click on the appropriate filter tab which you want to remove:
  2. Click on the X to the right of the filter box:
  3. Click Search.

File Counter

Workflow Manager now will count your files based on the currently selected filter settings:

Sorting Files

Workflow Manager can sort the files by:

  • Name
  • Completion
  • Status
  • Deadline
  • Archive Date
  1. Simply click on the heading to change the sorting:
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