Custom Workflows

Custom Workflows replace the standard task detail checkboxes with structured subtasks that can be:

✅ Customised per service

✅ Customised per client

✅ Assigned to specific team members

✅ Budgeted for time

✅ Scheduled with their own due dates

✅ Controlled by workflow dependencies

Instead of simply ticking off a few checkboxes, your team works through a detailed workflow tailored to the way your firm operates.

Custom Workflows help firms:

Most importantly, they remove the need for:

❌ Personal Excel checklists

❌ Manual task trackers

❌ Sticky notes

❌ Personal diaries containing process reminders

DataGrows does the remembering for you.

By default, DataGrows includes standard workflow checkboxes for all automated task types.

Examples include: Accounting, Financial Statements, VAT Returns, Payroll, Income Tax, Provisional Tax, Annual Returns.

These standard checkboxes provide a simple way to track progress.

Example on accounting of standard workflows:

If your firm requires more detail, you can switch to Advanced Workflows.

Enabling Advanced Workflows

To activate Custom Workflows:

All users should then refresh their browser.

The change applies immediately across the system.

What Changes When Advanced Workflows Are Activated?

Once enabled: Standard workflow checkboxes are replaced and converted to records that will display in a custom workflow section on each task. You will also see a Workflow Templates tab become available as well, which will display all custom tasks. Both of these fields will update as you set up new custom steps.

After enabling Advanced Workflows, a new table becomes available:

Setup & Integrations → Setup → Workflow Templates

This is where your workflow structures are maintained.

DataGrows already includes example templates to help you get started.

These can be used as-is, renamed, modified, expanded or replaced entirely.

Creating Workflow Templates

You can now create as many workflow templates as you need for example, create templates for: Entity Types, Service Categories, Departments, or Specific Clients

Examples include:

The level of detail is entirely up to your firm. Click on Add Record in the top right corner to create the workflow.

Once you save the Workflow Template with a Name and Description field, you can then create custom steps for each of the services supported within that Template.

Add subtasks to your Workflow Template

Open the Workflow Template record and add subtasks, either on its Workflow setup tab, or, within its embedded subtasks table by using the '+' sign to insert records:

When creating subtasks please ensure that you only select a supported service from the list below, from the Task dropdown.

Supported Services

Custom Workflows currently support:

Additional task types may be added in future releases.

Each workflow step contains several important fields.

Task

The DataGrows task to which the workflow belongs. Please see the Supported Services list above.

For example:

Subtask

This represents your individual workflow step.

Examples:

The more detailed your workflow, the easier it becomes for staff to follow.

Tip: Make the Workflow Setup subtasks within each Workflow Template as detailed as possible by including all steps from your most complex client SOP. For clients who don't need certain steps, simply deselect the non-applicable subtasks on their records. This approach ensures consistency while allowing flexibility where needed.

Description

Additional instructions or guidance.

This can be used for:

Budget Hours

Assign expected time to each subtask. This is a general time for the Workflow and can be amended to be more specific on each client linked to the Workflow.

Examples:

These budgets help measure team performance and efficiency.

Workflow Dependency

One of the most powerful features.

Workflow Dependency determines the order in which subtasks should be completed.

For example:

Financial Statements

Tasks sharing the same dependency number can be completed simultaneously.

Dependent tasks only appear when previous steps have been completed.

Why Workflow Dependencies Matter

Dependencies help prevent process errors.

For example:

Imagine generating management reports before:

The reports would need to be redone.

Dependencies help ensure work is completed in the correct sequence.

Working Days Before Due

Subtasks can have their own due dates.

For example:

Accounting Due Date

15 May

Bank Reconciliation

10 Working Days Before Due

Result:

5 May

This creates a staggered workflow that gives staff realistic deadlines.

Once your templates are ready:

Custom Workflow

The workflow is immediately attached to the client.

Customising Workflows Per Client

After assigning a template, you can customise it further.

For each client you can adjust:

This allows one template to serve many different clients while still supporting unique requirements.

Applicable to Client

Each workflow step contains:

Applicable to Client

This determines whether the subtask should be used for that particular client.

Simply untick tasks that are not relevant.

This provides a quick way to customise workflows without creating entirely new templates.

Assigning Team Members

Subtasks can be assigned directly to individual staff members.

These do not need to match the main client roles.

Examples:

This allows work to flow naturally through the business.

Once assigned:

The subtasks appear directly inside the main task.

Instead of checkboxes, users now see workflow records.

They can:

All within the task itself.

Completing Workflow Steps

As work is performed:

If dependencies exist:

DataGrows automatically releases the next workflow step.

This helps keep work moving through the correct sequence.

The Subtasks Due Dashboard

One of the biggest benefits of Advanced Workflows is the:

Subtasks Due Dashboard

This dashboard consolidates all workflow steps due across the system.

How It Works

The dashboard displays:

✅ Due Date

✅ Client

✅ Service

✅ Assigned User

✅ Current Workflow Steps

Only workflow steps that can currently be worked on appear.

Future dependent steps remain hidden until earlier tasks are completed.

This keeps dashboards focused and manageable.

Logging Time on Subtasks

Time can be logged directly from the Subtasks Due Dashboard.

Subtasks then flow through to:

Importantly:

Billing remains linked to the main service task.

No additional billing setup is required.

Over time your processes may change.

When modifications are made to a Workflow Template, you can reapply the template if necessary.

Navigate to:

Workflow Templates → Actions

check the checkbox of the updated template and select the "Apply Workflow Template" update option.

Important Warning

Reapplying a workflow template:

⚠ Removes client-specific customisations.

⚠ Resets customised workflow records.

⚠ Should generally only be used when rebuilding workflows.

If significant client customisation exists, proceed carefully before rerunning templates.

Start Simple

Begin with your highest-volume services.

Use Dependencies Wisely

Avoid unnecessary complexity.

Include Detailed Instructions

Help newer staff understand what is expected.

Assign Ownership

Every subtask should have a clear owner wherever possible.

Build Realistic Budgets

Accurate budgeting improves reporting and performance measurement.

Review Workflows Regularly

Processes evolve and your workflows should evolve with them.

✅ Custom Workflows replace standard task checkboxes with structured subtasks.

✅ Advanced Workflows are enabled through Global Settings.

✅ Workflow Templates can be customised by entity, service, client, or department.

✅ Workflow Dependencies control the order in which work is performed.

✅ Budget Hours help measure efficiency and productivity.

✅ Subtasks can have independent due dates and assigned team members.

✅ The Subtasks Due Dashboard provides visibility into outstanding workflow steps across the firm.

✅ Time can be logged directly against subtasks while remaining linked to the main billing service.

✅ Custom Workflows eliminate the need for separate tracking spreadsheets and manual process lists.

Remember: The best systems don't rely on memory—they create repeatable processes that guide people through the work. Custom Workflows help standardise those processes, ensuring that important steps are completed consistently and in the correct order, regardless of who performs the work. 🚀