For XBert CONNECT users, who need to oversee multiple XBert accounts, the Process Status dashboard, Reporting Period Selector and Team View give you everything you need to efficiently manage and prioritise workflows.
In XBert CONNECT, the AI-powered risk alerts, called XBerts, and the tasks you create form your Processes. By setting up your processes within CONNECT, you have greater control and customisation.
To ensure consistency of service for bookkeeping, accounting and advisory practices or effective bookkeeping, you create Processes for your common workflows, e.g. Banking, Invoicing, Accounts Payable, Payroll, BAS (Business Activity Statement lodgement) or EOFY Tax Preparation.
When you create a task or Template Task, you allocate it to a Process, and you can also automatically map XBerts to a Process so that any new alerts are pushed into that workflow.
It's best to allocate all XBerts and tasks to a Process for better bookkeeping management and to fully utilise your Process Status and Team View dashboards.
Your Process Status dashboard
Using your Process Status dashboard, you can track the XBerts and tasks for all your clients and linked organisations, monitor the status of your bookkeeping and accounting workflows at a glance and know which areas require attention.
When in Process Status, choose between XBert CONNECT's List View and Summary View.
List View is the default view and resembles a to-do list but is far more powerful. You can open and edit items, complete tasks or resolve XBerts directly within the dashboard and work more efficiently than ever.
Summary View gives you the helicopter view of your clients and the status of each process you've set up in XBert.
To switch between List View (with lines) and Summary View (with dots) select the icon on the right of your screen. The other filters in this section are for Snoozed or Completed (tick) items.
In both views, the processes you've set up are listed on the left. Since it is your unique workflows that drive your day, the dashboard design is process-centric, customisable to the ways that you and your team prefer to work.
Click on a process to filter items by that process, and you can sort columns in descending order by clicking on the column name. Click again to restore the default order.
When in Summary View, you can also access the TEAM VIEW dashboard to manage workload and choosing CLIENT CONSOLE gives you quick access to the console or each linked organisation for the XBerts, Tasks, Snapshots, Insights and Activity Feed.
Reporting Period Selector and custom date range
Plan your workday using the Reporting Period Selector, custom date range and filters, keep track of team workload and never miss a deadline. Any parameters used will translate to what you see and track on the Process Status dashboard. Toggle to view ALL items, only XBERTS or only TASKS.
The Reporting Period Selector is consistent across your CONNECT portal and clients' consoles or linked organisations.
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 for this period. A green dot indicates that all items for this period are completed.
To learn more about the Process Status dashboard and Reporting Period Selector, please read Use XBert CONNECT's Process Status dashboard, Reporting Period Selector, filters and Team View to efficiently manage workflow.
Creating and customising Processes
To set up your Processes, go to Settings from the panel on the right of your CONNECT portal. Add your own processes or use our default set, then allocate XBerts and tasks a corresponding process.
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. Choose whether to show it on the Process Status dashboard by clicking the greyed-out tick and making it active. 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 the different XBert types to a process, e.g. you may want all XBerts related to bills to be mapped to the 'Accounts Payable' process and alerts for cancelled business to 'Urgent'. To appear on the Process Status and Team View dashboards, an XBert must be mapped to a process.
When viewing an XBert, you can also manually allocate it to a Process, so you may see that an XBert sits within a Process even though the Automation settings shows No Tags Set for that XBert type. If you need to, you can override the automatically allocated process on an XBert by changing it manually.
Manually allocating an XBert or Task to a Process
Clicking the ‘Process’ icon shows you which rocess the item is allocated to. You can also edit the allocated process manually. From an XBert or task you can assign a user, set a due date, add a comment or allocate a STATUS of Not Started, In Progress, For Review, Rework or Complete.
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 the Process allocation, assign a user, set a due date, add a comment or allocate a STATUS for 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 a linked organisation, 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?