For firms with employees, managing access to client accounts can now be automated. The new ‘Update Account Access’ automation helps you grant and revoke access to client data automatically.
Preview: long-awaited improvements to documents (removal of silos) and workflow automation improvement (recurring jobs) are to be released after April 15.
🤖 Workflow Automation
New Automation: Update Account Access
Protect your client data as you grow and hire more team members. You can now add and remove access to Client Accounts to members of your team automatically.
Sample use case: You have an admin (Mike) and a preparer (Kate) on your team. Mike needs access to your client accounts when a Job is in the ‘data entry’ stage. When Mike is done with the data entry, the Job can move to the ‘Prepare return’ stage which removes access for Mike and adds access to Kate automatically.
Assigning tasks inside jobs
Manage task assignment to members of your team as Jobs zoom through your pipeline. For example, you have two tax preparers: Dean and Jack. You assigned 1040 prep tasks to Dean, but he’s on sick leave. You can quickly reassign Dean’s tasks to Jack before or after his Jobs have moved to the next stage.
Workflow UI improvements: Linking jobs to tasks
When creating standalone tasks, you can now link the task to an existing job, saving you clicks. Any tasks created through automations are automatically linked to Jobs. In addition, we have added ‘breadcrumbs’ to tasks so you can always know if the task is part of a bigger job, and which stage in the pipeline the Job is currently in.
Automation interface improvement
We’ve made it even easier to utilize and build your workflow. Automations in each stage are now visible directly from the pipeline view.
On top of each stage, there is now a counter of automations that are triggered when a Job enters that stage. Clicking on the ⚡ will show you the details of the automations & a direct link to edit them.
Accounts: View contacts in the right sidebar
You can now view & edit contact information with less clicks. When clicking a contact, the info opens in the right sidebar (previously, you were redirected to a new tab).
Secure Messages: Use templates in one-off messages
You can now opt for a template or type a one-off message to a client. Previously, you could only utilize message templates in automations.
New dropdowns & search for templates & filters
Dropdowns now have ‘quick search’ — start typing any letter and the results will appear.
Quickly find templates, jobs, pipelines, clients, time entries, and assignees — simply start typing its name in the search field to narrow the search. Previously, sorting was inconsistent. Now, all options are in alphabetical order in the dropdowns.
📚 Document Workflow
Contracts: Audit trail
You can now track exactly when clients view and sign contracts. Audit trails contain all the information you may need to track: IP address, location, user information & more.
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In case you missed it, here’s a summary of the major features, which we covered in the previous post.