This guide will walk you through the steps to enable, configure, and effectively use Karbon's FIFO Queues to optimize your firm's work prioritization and processing.
Prerequisites
Admin access in Karbon to enable Queues and set up Work Templates.
Steps
Step 1: Enable Queues in Settings
Navigate to Settings > Workflow.
Click on Queues.
Toggle on Enable Queues.
To add new Queues, click the "Add Queue" button. For example, you could create "Priority Queue" and "Tax Queue" to separate high-priority clients or specific work types.
Step 2: Set Up Queue Automators in Templates
Standardize your queueing process by adding Queue automators to your Work Templates.
Navigate to Settings > Work Templates.
Create a new template or edit an existing one.
Within the template, locate the section where you want to add an automator.
Click the triple dots (...) next to a task or a section, then select Add Automator.
Define which Queues Work Items should join and when. For example, you could set up an automator to put Work into a Queue after the final Client Request is completed.
Step 3: Add Work to a Queue
There are several ways to add Work to a Queue:
Manually from Work Header:
Open the desired Work Item.
Click on Work in the header.
Select Queues from the dropdown.
Choose the Queue you want the Work to join.
Manually from Work Details:
Open the desired Work Item.
Click on Details in the Work Item header.
Click Edit Basics.
Select the desired Queue from the Queue dropdown.
Automatically via Queue Automators:
If Queue automators are set up in your Work Templates, Work will automatically join the designated Queues at the specified times (e.g., when a task is completed, or a Client Request is fulfilled).
Step 4: View Queues Across Your Firm
Easily manage and view your Queues via the Work List.
Click on Work in the side navigation bar.
Choose the List View.
You will see new columns:
Queue: Indicates which Queue the Work Item belongs to.
Queue Position: Shows the Work Item's current position within its Queue.
Current Task Assignee: Identifies the person assigned to the current task in the Work Item.
Current Task Role: Shows the role of the person assigned to the current task.
Use Filters:
Click the Filter icon.
Use Team filters to display Queues specific to certain teams.
Use Client filters or Client Owner Manager filters to see where your clients' Work Items are in the Queue.
Sort Queued Items:
Click on the Queue Position column header to sort queued items from top to bottom, allowing you to process work in FIFO order.
Save the View:
Once you've configured your preferred filters and sorting, click on Save as New.
Name the view (e.g., "My Team's Tax Queue").
Click Save to easily access this view again.
Move Items within Queues:
Select one or more Work Items in the Work List.
Click on Queue Position.
Choose Move to top or Move to bottom if you need to manually adjust the priority of selected items.
Step 5: Plan When to Do Your Queued Work
Pick up your work from the top of Queues via the Work List or My Week. My Week is particularly useful for planning and executing your queued work.
See all work involvement in My Week:
Items in My Week that are in a Queue will display their Queue and Queue Position on the right side of the card.
These items can be moved around for planning in My Week just like regular Work Item cards.
Use Smart Filters to find Queued work:
In My Week, use the Filter option.
Filter for specific Queues if you are working across multiple Queues to focus on particular queued items.