Manage Workflow Type & Subtype

Oct 08, 2024

The Workflow Type and Subtype columns enable you to categorize business processes for each workflow. These columns help organize and generate reports on workflows through both System and Personal views. By including the Workflow Type and Subtype columns in views and dashboards, you can easily summarize the status of workflows.

Workflow Type describes the overall business process, e.g., Account Opening. Workflow Subtype adds specific details to the process, e.g., Brokerage account.

Both columns are copied from the Workflow Template when a new Workflow is created, but you can update them if needed. System Administrators can also customize the available options.

Default Workflow Types:

Account Opening
Account Profile Update
Advisor Onboarding
Asset Transfer
Client Termination
Contact Information Update
Deposit
Financial Plan Update
Investment Profile Update
Rebalance client Portfolio
Withdrawal

Default Workflow Subtypes:

Brokerage
Brokerage - Trust
Checking
Household
Institutional
Retirement - ROTH IRA
Retirement - Traditional/Rollover IRA

Using Workflow Type and Subtype

Workflow Types and Subtypes are assigned to the Workflow Template. This will assign the Workflow Type and Subtype to all Workflows that are created using the Workflow Template. After its initial creation the Workflow Type and Subtype can be edited after the initial creation, or later edited on the Workflow.

In this example, the Workflow is a New Account Opening for a trust account, so the user can change the Subtype to indicate this. First, create the new Workflow Launcher. Once the Workflow Template data is copied, then you can make any updates.

Reporting with Workflow Types and Subtypes

Views

You can add Workflow Type and Subtype columns to System and Personal Views for quick categorization. Under the Workflows section, we have some pre-built System Views including Active Workflows. Use the Edit Columns option to add the Type and Subtype as columns.

Dashboards

You can visualize Workflow data by adding Workflow Type and Subtype to Dashboards such as Workflows - Overview Dashboard. You can also create Dashboards from Views and Charts to capture the Workflow Manager information that is important to you.

Edit Workflow Type and Subtype on a Workflow Template

System Administrators can edit the Workflow Type and Subtype on the Workflow Template. Once updated, these changes apply to new Workflows created from the Template.

1. Navigate to Engage Settings.

2. Select Workflow Templates > Active Workflow Templates.

3. Select the Workflow Template Name to modify.

4. Click the X next to the Workflow Type or Subtype to remove the existing option.

5. Select the desired option from the lookup.

6. Click Save.

Edit Workflow Type and Subtype Options

System Administrators can edit the lookup options available for Workflow Type and Subtype. Once updated, the lookup options will change the lookup for all related tables for Workflow Manager, including the Workflow Template, Workflow Launcher, and Workflow.

1. Navigate to Engage Settings.

2. Select Workflow Types or Workflow Subtypes.

3. Select the Type or Subtype to modify existing options or select + New option to create new options.

Once saved, new Workflow Types and Subtypes can be assigned to relevant workflow templates.

These changes will update all Workflow Manager tables at one time.