There are a couple of things you'll want to customize in your Workflow Manager for your firm, to get the most out of the tool. This is going to include customizing your firm's Holidays, or blackout dates, updating your Security Roles, and creating or editing your firm's Workflow Manger Lookups.
Workflow Manager Video: Holidays and Security Roles
This video will show you how to add Holidays or blackout days for your firm, and edit Security Roles so that your users have access to Workflows and Workflow Launcher. You must be a System Administrator to make these adjustments.
Workflow Manager Video: Lookups
Workflow Manager Lookups are fields that help with categorizing and reporting on workflows. They aren't all required for every workflow template but they can be helpful for you in the future. This will include Workflow Types, Workflow Subtypes, Workflow Data Types.
Video Transcripts
Holidays & Security Roles
There are two things that you're going to want to customize when you're using the workflow manager. First, we'll take a look at holidays. On the left hand side in Engage Settings you have Workflow Manager Settings, and then Holiday. Here's a list of your active holidays. This will start blank. What we're going to do is add a couple of holidays to show you how easy it is. You can also upload these in bulk if you'd like. I'm going to go up to plus new here in the top menu. I have my NYSE market holiday list here. I'm going to go ahead grab the holiday name. Double check that date. This is Monday, January 17th, and click save and close. Now this holiday has been added to my holiday list, which means that we won't have workflows necessarily due on those holidays. As long as that's how you set up the workflow itself. I'll go ahead and add one more. I'm going to choose plus new, put in the holiday name, choose the date for that holiday and click save and close.
The next thing that we're going to want to do is adjust your security roles to make sure that your users have the correct access to workflow management. So to make this change, I'm going to go to settings, advanced settings and from there, I'm going to choose under the system settings the sub area that says security. We're going to go ahead and click into our security roles. I'm going to jump over to S for our Salentica Standard Role and click into it. We're going to custom entities and you'll take a look at the top. You have the entity name and then your permissions are create, read, write, delete, append, append to, assign and share. What we recommend is on the workflow entity to choose full access, to create, read, write, append, append to, and share. Those are the same options we recommend for Workflow Data. And finally, for Workflow Steps we recommend create, read, write, append to, and assign. We'll scroll down here to our Ws. You'll see that in this particular organization, some of those have already been chosen. You can always go ahead and make adjustments by clicking into the circles. It will adjust the amount of access as long as you have firm administrator rights to do so.
In review, what we did was we added new active holidays to our firm's customizations, as well as we adjusted the Salentica standard role so that anybody who has that security role will have access to workflows.
Lookups
Let's take a look at the workflow manager look-ups. These are tools that help you with categorizing and reporting on your workflows. They aren't all required for every workflow template, but they can be helpful for you in the future. First, we'll take a look at workflow types. Workflow types are going to be general, overarching descriptions of the workflow. Some of the examples that we use are account opening account, closing, asset transfer, deposits, withdrawals, financial plan update, et cetera.
To show you a little tool that you can create for yourself in your in your Salentica Engage could be a dashboard like this. Here's a quick example of a chart that you can create to add to a dashboard so that you can see your open workflows specified by workflow type. You can see here I have one account opening workflow that's currently open for onboarding five client withdrawals that are in progress as well as two deposits within this dashboard. I can go to more commands and click view records and see a list of all of the current open, active workflows.
Next you'll see more flow subtypes. These are clarifying subtypes for your workflow types. For example, we have deposit that's a workflow type and three workflows sub types for those deposits, which would include ACH transfer, check deposits and wire. You can use this as a comparison tool to see how many of your deposits come in via wire or via check, or if there's a difference in the time for that workflow to be completed between a check deposit and an ACH transfer.
Next we'll look at active workflow data types. This allows you to identify data points or records for your workflows. We'll look at a specific example, but we'll use these in one of our workflow templates, but for a quick example, for every deposit, you're going to need a financial account. To reference all of those workflows and tasks, you can add a data type to that overall deposit template. And then anytime you use the workflow launcher on a new relationship, you can input and reference a financial account that the deposit is going to be for.
The last thing we have here under workflow management lookups is task type. Again, it's a tool to help you categorize and report on information for your tasks. It's not required, but it can help you categorize the tasks. So you can see how many of each tasks type is being handled by whom how long it's taking, et cetera. So in some of our examples here, you can see, we have update internal systems, update custodian, update portfolio, accounting system. Perhaps they take different amounts of time. Depending on the programs themselves. So again, you can use us so you can use us for reporting to see overall how long our tasks for updating custodian sitting open
That was a quick overview of the workflow manager lookups.
