Learning Objectives:

After completing this module you should be able to _____.

  • build a work template from scratch.
  • customize and apply a work type to a new work template.
  • setup an automator that eliminates manual process management by recognizing when the owner, due date, or status of a piece of work will change during the normal course of work completion.

Product Feature Keywords:


WATCH

Work Templates allow you to standardize processes and quickly create new pieces of work. Here's how to create one from scratch.

ACTIVITY

Create a work template from scratch

Step-by-step directions:

  • From the main menu (or Work menu), go to Settings > Work Templates.
  • Click on Add Work Template, name the work template (e.g. Payroll Test Template), and provide a description (e.g. Set the start date as Monday and the due date as Wednesday. This is the best practice process for Payroll). Note, be sure to update the description to highlight how to setup the work when creating a new work item. Here is some sample text: Set the start date as X. Set the due date as Y. The work assignee is Z.
  • Create the structure of your work template (e.g. Client Sections and Sections). For a Payroll work template, use the buttons at the bottom to create the following:

Client Section = Payroll Update Needed

Section = Prep

Section = Process

Section = Follow-up

Client Section = This period's payroll is complete.

  • For each section, add the tasks (no descriptions provided) as outlined below (note that prep has one parent task and 4 nested tasks):

PAYROLL UPDATE NEEDED (due date = same day):

Upload this period's payroll timesheets, note any changes, and check-off to provide your approval

PREP (due date = 1 day):

Prep payroll based on updated client details

Process new employees and/or rate changes

Process authorized time-off requests

Review (and/or process) timesheets

Check client bank balance

PROCESS (due date = 2 days):

Verify & process payroll

FOLLOW-UP (due date = 2 days):

Follow-up with client and update systems (email paystubs, download attach payroll summary reports, update accounting system, send client task)

THIS PERIOD'S PAYROLL IS COMPLETE (due date = 4 days):

Please review and confirm the attached payroll summary of your completed payroll. Check this task when complete.

  • Make nested tasks for the Prep section by dragging the task to the right.
  • Update the due dates as specified and assign the first task in each Section to the Payroll Specialist or Bookkeeper.
  • Review / update the Sending Settings for the two Client Tasks listed.
  • Click Publish at the bottom to make the template available to test and use.



WATCH

Efficiency requires a standardized process that your people and software can all align to.

ACTIVITY

Using work types with work templates

Step-by-step directions:

Further customize your work template by adding a default work type.

  • Go to Settings off the main menu.
  • Click on a work template.
  • Click on the Details tab.
  • Under the "Basics" section, click edit.
  • Change the work type from "None" to the desired work type.



WATCH

Settings to automate your firm's workflows.

WATCH

Save time and work more efficiently by learning best practices for Automators.

ACTIVITY

Automate your newly created work template with task automators

Step-by-step directions:

Further customize your work template (e.g. Payroll) by adding tasklist automators (which use the work statuses checked on for the Payroll work type).

  • Return to your work template (e.g. Payroll; go to Settings > Work Template > Payroll work template).
  • Add an automator by clicking the Options (...) menu for each Section and Client Section and choose "Add Automator".
  • Add the following automators for each Client Section / Section:
  • PAYROLL UPDATE NEEDED:

When All tasks in this section have the status 'Sent to Client' change the Status of The Work to 'Waiting for info'.

  • PREP:

When All tasks in the section above have the status 'Completed' change the Status of All of the tasks to 'Ready to Start'.

  • When All tasks in the section above have the status 'Completed' change the Status of The Work to 'Prep'.
  • PROCESS:

When All tasks in the section above have the status 'Completed' change the Status of All of the tasks to 'Ready to Start'.

When All tasks in the section above have the status 'Completed' change the Status of The Work to 'Process'.

  • FOLLOW-UP:

When All tasks in the section above have the status 'Completed' change the Status of All of the tasks to 'Ready to Start'.

When All tasks in the section above have the status 'Completed' change the Status of The Work to 'Follow-up'.

  • THIS PERIOD'S PAYROLL IS COMPLETE:

When All tasks in this section have the status 'Completed' change the Status of The Work to 'Completed'.

  • Once programmed and automated, click Publish. Create a new work item from the template and test the automation to see if it works correctly.


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