Configure FirmFlow lists

Change values in a list

Select
Administration
, then
Manage FirmFlow
from the GoFileRoom toolbar.
Select a drawer, then select the
Lists
tab.
Select a value in the Service field.
Select a list type in the List field.
In the lower pane, select the value that you want to change.
Make changes to the value in the text field, then select
Update
.

Add values to a list

Select
Administration
, then
Manage FirmFlow
from the GoFileRoom toolbar.
Select a drawer, then select the
Lists
tab.
Select a value in the Service field.
Select a list type in the List field.
Enter a new value in the text field, then select
Add
.
note
To change the sort order, select an item and use the arrows to move it up or down.
After you add all the values to the list, select
Save
.

List types

Service Types
This section lets administrators define multiple organizational areas for the firm. Each service type can have independent workflows, statuses, delivery methods, note types, deliverables lists, and PIC groups.
Engagement Types
This list lets administrators configure which of the available file section index values will be configured as a FirmFlow engagement type. Once a file section is defined as an engagement type, users will be able to create FirmFlow folders for that Engagement. You can associate file sections with 1 service type only.
note
GoFileRoom won’t let you remove an engagement type from a service type that is currently in use.
If a firm wants to move engagement types that have been used to another service line, contact Professional Services.
Workflows and steps
The Workflows and Steps list lets administrators design 1 or more workflows for the firm. Selecting a workflow will display the steps configured for the workflow.
Workflow names must be unique.
Use the add, update, and remove buttons to manage workflows and steps.
Workflow and step values store in logical sort order. Use the Arrow keys to reorder the list.
Select the
Disabled Workflow
checkbox in the Workflow Steps pane to retire existing workflows. When a workflow retires, users can change only the information fields and items in the Responsible column of the Routing Information tab. All other fields and options for that workflow are not available. Select this option if you're implementing significant changes to your firm's workflow to ensure the data integrity of your current workflows.
note
Once a workflow goes through a configured workflow step, you can't remove those values. You may update the name of the workflow or step, but not remove them.
Workflow status
This list lets administrators define values that may be used to filter and report on the progress of a workflow.
Delivery Methods
This list lets administrators define values that may be used to convey instructions related to the delivery of an engagement.
Destinations
This list lets administrators define values that may be used to convey instructions related to where an engagement should be delivered.
Note Types
This list lets administrators define labels for each type of note in FirmFlow. It also lets administrators define the default note type for each tab in FirmFlow.
Deliverables
Use the Deliverables list to import and export a main list of items (for example, Tax forms, Reports, and so on) and their due dates into FirmFlow.
The name of any deliverables already being used in FirmFlow must remain consistent. Changing the spelling of deliverables that are already in use will cause problems when extending these items due date.
important
Always update the deliverable name for the main list from within the Deliverables tab in the FirmFlow folder window so that all existing items in the firm's database are updated.
When importing the main deliverables list, the cells in the spreadsheet used to import your Deliverable list must be formatted as text, not dates. This is especially important when using negative due date values.
note
Deliverable due dates may be calculated with 18-month consideration. The support of an 18-month cycle enables your firm to properly manage 4th Quarter Estimated Payment and other forms where due dates occur the following year. Maintaining the main list will require the use of numerical values between 1 and 18. For example, 4th Quarter Estimated Payment forms would be entered as 13/15, which would translate to 1/15 of the following year.
In addition, negative values may be used to manage quarter tax payment forms with due dates that fall within the same year as the header year so that they are calculated correctly. For example, the Q1 estimated tax payment for a 2007 tax client that has a June 30 period end can be entered with a -8/15 due date, which would translate to a due date of 10/15/07 - eight months before the engagements period end.