How To: Create Custom Processes

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.

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.

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.
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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 right action bar of 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.

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 left of your console.

Workflow > 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 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 or alphabetise them.

Processes can be set up as billable or non-billable, to ensure any actual time being created is allocated with the correct billable value.

To mark a process as billable, select the dollar sign button. The button will now be colored purple which will mark all XBerts or tasks under the process as billable by default.

To mark the process as non-billable, deselect the same dollar sign button. The dollar sign button will now be grey.

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.