FloQast is excited to share a new update to FQ Ops that allows you to create and name your own Workflows within FloQast! You can now create and name Workflows for six different Workflow Types.
For example, perhaps you have certain Entities for your Accounts Payable processes and others for your Accounts Receivable processes. Rather than having them all in one “Operations Workflow”, you can now create both a “Accounts Payable” and “Accounts Receivable” Workflow. This will allow you to organize your Workflows on a more granular level.
Once this feature is enabled for your team, you will see a new Workflows tab in the Admin Settings. Admins, Sys Admins, and Managers will be able to access this tab by clicking the gear in the upper right-hand corner.
Once on the new page, you will see a table with four columns: Workflow Name (1), Workflow Type (2), Entities (3), and Workflow Status (4). This is the new Manage Workflows tab, where you will now manage your Workflows and the Entities that are associated with them. You will no longer need to associate Entities to Workflows from the Entities tab.
1. Workflow Name
Workflow Name is the custom name you set for your workflow. You can name your Workflow anything you like! This allows you to customize your Workflow to your specific circumstances. You can edit a Workflow Name right from this column if needed. Please note you will not be able to use a duplicate Workflow name.
2. Workflow Type
The Workflow Type determines the features and functionality that are available for your Workflow. There are six preset Workflow Types in FloQast: Close, Compliance, FP&A, Reporting, Operations, and Payroll Processing.
You will recognize the first four Workflow Types from the initial FQ Ops release: Close, Compliance, Reporting, and FP&A. In addition to those, we are excited to introduce two new Workflow Types:
Operations - Operations is a Workflow Type designed for all of your operational processes and contains the Checklist, Folders, and Review Notes. You could use this option to create an Accounts Payable Workflow for your AP team. Other potential use cases are for Accounts Receivable, Commissions, Equity, Sales and Use Tax, and countless other options.
Payroll Processing - The Payroll Processing Workflow Type is designed for your Payroll team that actively processes payroll check runs, taxes, etc. While your Payroll Manager will love using this Workflow Type to manage their processes, we recommend keeping your Payroll Reconciliations still within your Close Workflow. The Payroll Processing workflow type contains Folders, Checklist, and Review Notes features.
You can have multiple Workflows with the same Workflow Type. In the example described earlier, you could create two Workflows, both with the Operations Workflow Type, and call one “Accounts Payable” and the other “Accounts Receivable”.
In the Entities column, you can see which Entities are associated with each Workflow. In addition, you can change which Entities are associated with each Workflow by clicking on the Entities link. You no longer need to manage the associates from the Entities tab.
Here are screenshots demonstrating how to associate Entities to another Workflow. In this example, the “UK Accounts Payable” Entity needs to be moved from the “Close” Workflow to the “Accounts Payable” Workflow.
4. Workflow Status
Finally, we see the Workflow Status column. This simply indicates whether a Workflow is active or inactive. If you deactivate a Workflow, the Workflow, and the Entities within, will no longer show up in FloQast. However, you can reactivate a Workflow at any time to bring it back. Please note if a Workflow has no Entities associated with it, you will not be able to see that Workflow in FloQast.
Tip! If there are Entities your team no longer uses, you can create a new Workflow named “Archived,” associate your entities to that Workflow, then deactivate that Workflow. After that, you will no longer see those entities in FloQast!
At the top of the page, you will notice the Add Workflow button. This is how you create new Workflows. After hitting this button, you will be able to name your Workflow and select its Workflow Type, and then optionally associate Entities with it.
You will now be able to see these new Workflows throughout FloQast, including on the All Workflows dashboard and in the Workflow selection dropdown.
Frequently Asked Questions
I added an Entity to a Workflow, and now my Reconciliations are gone! What do I do?
Don’t worry, your Reconciliations are not gone, they’re simply hidden. This is because you assigned this Entity to a Workflow with a Workflow Type that does not contain Reconciliations. Only the Close and Reporting Workflow Types have Reconciliations, so if you reassign this Entity to one of those Workflows, your Reconciliations will return!
What is the difference between a Workflow and a Workflow Type?
Similar to how both a square and a diamond are parallelograms but are different shapes, we know that Accounts Payable and Accounts Receivable are both Operations Workflows, but are not the same. With this new feature, you can categorize them as distinct Workflows while tying both to an Operations Workflow Type. The Workflow Type determines the features and functionality that are available for a specific Workflow.