For CONNECT users, who need to manage multiple XBert accounts, the Process Status dashboard and Service Breakdown gives you a better way to manage and prioritise your workflow.
XBerts and tasks use process tags, allowing greater control over how you work and more customisation. With tagging, you can group items, e.g. Urgent or Ad-hoc. If you are part of a bookkeeping or accounting practice, you can allocate tags according to the different services you offer like Payroll, Accounts Receivable and Payable, Business Activity Statement (BAS) lodgement or End Of Financial Year (EOFY) preparation. XBerts and tasks must have tags to display on the Process Status dashboard and Service Breakdown.
You can standardise your service and process workflows and ensure consistency across your client or linked organisations using XBert CONNECT's Template Tasks. These Template Tasks can be set to recur daily, weekly, monthly or any timeframe required.
Your Welcome Message and Quick Views
When you log into XBert CONNECT and first select Process Status from the navigation menu, you'll see a welcome message. This has your default Quick Views of items assigned to you at the top. Select a Quick View and you'll be taken to the Process Status dashboard with items assigned to you already filtered. Alternatively, use the different filters to find what you're looking for.
Your Process Status dashboard
Using your Process Status dashboard, you can track the XBerts and tasks for all your linked organisations and monitor the status of your service offerings at a glance.
Your dashboard has columns for each tag. You see the total number of outstanding XBerts and tasks for each client in the columns. If you allocate more than one tag to an item, the item appears in all corresponding columns. Hover over any number within a column for details of those items, clicking the number takes you to the organisation's XBERTS & TASKS dashboard so you can action and resolve those items. If there are no outstanding items, you get a green tick.
On the right of your Process Status dashboard, you'll see your Services drop-down. Select the service to manage any outstanding items and monitor the status across all organisations.
You can further filter the items or toggle the status view to show ALL items, just XBERTS or just TASKS. Use the Date Range filter, the date relates to a due date or creation date for a task, or the Xero transaction date for an XBert. View by Organisation Manager or view items by the team member assigned.
Select All Services from the drop-down to return to the total linked organisation overview of your Process Status dashboard. To remove any filter or revert to the default view, deselect the highlighted filter or Quick View. To learn more, please read, Efficiently manage processes with XBert CONNECT's Template Tasks, Service Breakdown and Quick Views.
On the left side of your Process Status dashboard, you'll see all your client organisations in alphabetical order. Clicking the name takes you to the organisation's XBERTS & TASKS dashboard. We've put these items together, making it easier to monitor and manage your service and process workload. You can still use your Organisation drop-down menu to select an organisation and go to its XBERTS & TASKS dashboard.
Clicking the column heading sorts the client organisations into descending order, so the organisation with the highest number of outstanding items for that category moves to the top. Clicking a second time will sort the organisations again. From the dashboard, you can change the column view by dragging them into the order you want or from the panel menu choose Settings then Process Tags and re-order columns there.
Automatic tagging and customisation
To customise process tagging, go to Settings from the panel on the right. Create tags or use our default set, e.g. Urgent, Audit, Risk and GST, then allocate tags to XBerts and tasks.
Process Tags: Here's where you can change the name of the default tags and add your own. It's best to keep things simple, so we don't recommend creating too many different tags.
To create tags, go to the Enter new Tag Name field. Type in the tag name, then click + to add it to your set of tags. Choose whether the tags show on the Process Status dashboard as a column by clicking the greyed-out tick and making it active. You can also change the dashboard column view here by dragging them into the order you want.
Tag Automation: Here's where you automatically allocate a tag to the different XBert types, e.g. you may want all XBerts related to a cancelled business to be tagged 'Urgent'. To appear on the Process Status dashboard and Service Breakdown, an XBert must have a tag.
You can manually allocate tags on an XBert, so you may see an XBert tagged even though the Tag Automation settings shows No Tags Set for that XBert type. You can override the automatically allocated tags when manually setting tags.
XBERTS & TASKS dashboard
An organisation's XBerts and Tasks appear on the same dashboard. By enabling the Search and Filter option, you can toggle the status view to show ALL items, just XBERTS or just TASKS. Search for a client, tag or XBert keyword, select a date range or filter by XBert type, Assigned User or criteria such as Overdue, Resolved, Created By Me, Filed etc.
Clicking the 'Tag' icon shows you the tags allocated to this item, you can also add or edit tags. Now, instead of using the 'Flag' option, tag an item as 'Urgent'. From an XBert or task you can assign a user, set a due date, add a comment or FILE a resolved XBert.
Select DETAILS to see the full details of the task or the XBert risk alert with more information, what issues could arise and tips to resolve the XBert. When in DETAILS view, you can also set or edit existing tags, assign a user, set a due date, add a comment or FILE resolved XBerts and completed tasks.
Visibility settings for non-CONNECT users
If you've invited clients such as the business owner, manager or finance team to an organisation's XBert account, you can choose to show them only see the XBerts and tasks assigned to them or the tasks they created. This declutters their dashboard by removing the items the internal team are managing. Those you've invited to your CONNECT account will continue to see all XBerts and tasks.
For more information, read our guide, How do I hide XBerts and tasks from clients they don't need to manage?
Selecting ORGANISATIONS from the top menu still takes you through to the page with all your linked client organisations and their critical information. From the organisation's tile, CLIENT DETAILS takes you to the organisation's XBert Review page showing the incoming and outgoing cash monitored and a breakdown of the XBerts and the savings you've made in money and time.
You can also access the XBert Review page from the Settings menu when you're in an organisation's XBert account.