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How To: Create Custom Processes
How To: Create Custom Processes

For users who want to edit the default processes

Soraya Brown avatar
Written by Soraya Brown
Updated over a week ago

XBerts (risk alerts) and tasks form part of your bookkeeping processes. XBerts and Tasks appear on the same dashboard so that you can group items together and easily manage and prioritise your workflow.

There is a default set of Processes based on common bookkeeping workflows set up in XBert for you, e.g.

  • Sales

  • Compliance

  • Banking

You can create and allocate tasks to a Process, and can also automatically map XBerts to a Process, i.e. any new XBert alerts will automatically become part of that workflow.

* PLEASE NOTE: If you have been invited by your advisor to their CONNECT portal, you may not see the Processes column on the left or see all tasks and XBerts, only items assigned to you and tasks you created.

XBerts & Tasks

On any XBert or Task, selecting the 'Process' icon shows you which Process the item is allocated to, you can also change the allocation here.

From an XBert or task, you can assign a user, set a due date, add a comment, check the actual time of a task and its status or file a resolved XBert as completed using the icons on the taskbar below a task or XBert summary.

*PLEASE NOTE* If you are not an admin, you may not see any XBerts or tasks which means there may be no new XBerts or that your bookkeeper, accountant or other XBert team members haven't assigned you anything.

Plan your workday using the Reporting Period, custom date range and filters and never miss a deadline. Any parameters you choose will translate to what you see and track on your XBerts & Tasks dashboard. Toggle to view ALL items (default), only XBerts or only Tasks.

The circled icon on the left - View XBerts Only

The circled icon on the right - View Tasks Only

My Items displays XBerts and Tasks display assigned to you.

The Reporting Period tab uses the creation date for tasks or transaction dates (alert dates) for XBerts. The Work Due tab lists only those items with a set due date. A red dot indicates there are outstanding items associated with this period. A green dot indicates that all items for this period are completed.

To change the reporting period, select the present, past or future month as required or use the drop-down. The drop-down menu provides the options of All, Day, Week, Month, Quarter, Annual, Dynamic or a custom date range. Once you've chosen a view, related work period options are displayed at the top, e.g. if you choose Week, you'll have options for Last Week, This Week and Next Week, while choosing Today gives options for Yesterday and Tomorrow. Choosing ALL places the period options along the top.

Customise the date range to focus on a specific period. Either choose Custom from the Reporting Period drop-down or when using ALL view, choose Custom Date on the right.

You'll find filters at the top under the Reporting Period. Use the down arrow icon to open the filter selection. Any filters you’ve selected are listed and highlighted making it easy to know what you’re tracking. When done, select the up arrow icon to hide the filter selection again.

Your Processes are listed on the first menu of the Work List tab. Select a Process to focus on only related items. At the top of the column, you can also select OVERDUE ITEMS, which will show all items overdue. All Processes will show overdue, upcoming, without a due date set and resolved XBerts that aren't FILED.

If you can't find what you're looking for, check the Reporting Period you've selected and the filters you're using.

Creating and Customising Processes

For ease of use, we recommend using the default set of processes and mapping of XBerts.

Advanced users who want to edit the default processes or change the way XBerts are mapped to a process, can do this via Settings from the panel menu on the right of your console.

*PLEASE NOTE* If you are not an Administrator on the account or have been invited by your advisor to their CONNECT portal, you may not have permission to edit these settings.

Settings - Processes: Here's where you can change the name of the default process and add your own. It's best to keep things simple, so we don't recommend creating too many different processes but do make sure your common workflows are covered.

To create a new Process, go to the Enter new Process Name field. Type in the name, then click + to add it to your set of Processes. You can also change the dashboard view here by dragging your Processes into the order you want.

XBert Automation: Here's where you automatically allocate different XBert types to a Process, e.g. you may want all XBerts related to invoices to be part of your 'Sales (AR)' Process and duplicate alerts to be part of your 'Cleanup' Process.

You can also manually allocate XBerts to a Process, which will override the automatic mapping. You may see an XBert allocated to a Process even though the XBert Automation settings show 'No Process Set' for that XBert type.

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