Workflows can be created to help make the confirmation statement process more efficient, these workflows can auto-generate approval documents or make the filing automatically.
For details of how to create workflows see How to set up Automated Confirmation Statement Workflows
Workflows created are not applied automatically to existing companies in your portfolio, they will need to be added on a company by company basis.
The process to apply workflows to companies differs for existing companies in your portfolio and new companies (imported or formed).
Existing companies:
Within the company which you wish apply an automation workflow, please select the Company tab. On the right-hand side the bottom option will be Edit workflows.
The Edit workflows area will show a Confirmation statement Workflow drop-down box.
By default, for an existing company held on your portfolio it will be set to None. Selecting the drop-down will allow you to pick the workflow settings which you would like to apply to that company.
Selecting the required option and clicking Continue will set this workflow for the company.
You will be returned to the Workflows section under the Company tab which will show all current Workflows for the company. It will include the date (based on the current due date) that the automation will take place.
If you apply a workflow which emails an approval document to the client, but no sender email addresses have been set up, you will see the below screen. It will link to our guide How to set up sender email addresses.
New companies:
Under the Account tab at the top of the screen, selecting View Workflows will allow you access, edit or add workflows. Within this section, you can set one as a Default Workflow.
When a default workflow is set, it will be applied to any new company imported to your account or formed via your account.
If the default workflow set is to email the approval to your client, the sender and recipient email addresses will need to be confirmed.
- For companies imported, the final stage of process will allow you to confirm the email automation settings.
- For newly formed companies, or companies imported where this was not set up, a Check alert will appear on the company dashboard as shown below.
Where the email approval to client is enabled, upon reaching the set number of days before the due date for the automation, an email will be sent to the client with the confirmation statement approval summary. The email to the client will allow them to confirm whether they approve the details and are happy to submit. If this is selected, you will be notified and the submission can be sent.