Workflows
A workflow is a scheduled automation. Most often it generates a financial report on a schedule you set, such as the Income Statement on the 3rd of every month, and delivers it to the people who need it, by email, as an in-app notification, or both. It can also run a routine payroll or tax check, such as reminding you about filings due soon. Use workflows for the jobs you’d otherwise remember to do by hand.
Before you start
Section titled “Before you start”- To see workflows, your role needs permission to view workflows. To create, edit, pause or delete them it needs permission to manage workflows, and to run one immediately it needs permission to run workflows. Ask a workspace admin if Workflows isn’t in your sidebar.
- A workflow reports on your ledger, so the figures are only as complete as your books. Statements must be mapped and posted before they appear. See Mapping statements.
What a workflow does
Section titled “What a workflow does”Every workflow has the same three parts:
- A schedule. Workflows run every day, every weekday (Monday to Friday), every week, every month, every quarter or every year, at a time and timezone you choose.
- An action. Either a report, or a payroll or tax action:
- Reports: Income Statement, Balance Sheet, Cash Flow Statement or Trial Balance, for a Period of Previous month, Previous quarter, Year to date, Last 30 days, Last 7 days or a Custom range… with fixed dates.
- Payroll and Tax: routine checks and reminders, such as Start upcoming pay runs, Look for unusual pay runs, Remind about filings due soon, Estimate tax to set aside or Year-end W-2 and 1099 check. Some of them ask for a Tax year, Days ahead or Keep records for (years); leave these blank to use the usual setting. These actions appear only for workspaces that use Payroll and Tax. None of them files, pays or transmits anything for you.
- Delivery. An email to the addresses you list, an in-app notification for every member of the workspace, or both. A report workflow needs at least one of the two; for a payroll or tax action, email is optional.
Create a workflow
Section titled “Create a workflow”You can describe the workflow in plain English and let Bokapsys fill in the form, or fill the form in yourself.
-
Go to Workflows in the sidebar and select New workflow.
-
On the From prompt tab, describe what you want, for example “Email the income statement on the 3rd each month at 9 AM to finance@yourcompany.com”. Select Parse →.
-
Bokapsys fills in the form and opens the From form tab. If anything is missing, a message above the form tells you what to complete.
-
Check or fill in each field:
- Name, and an optional Description.
- Schedule: how often, the day where it applies, and the time. The line under the schedule describes it in words, for example “Every month on day 3 at 09:00”.
- Timezone for the schedule.
- Action, and for a report its Period.
- Email recipients (comma-separated).
- Also create an in-app notification for every tenant member, if you want one.
-
Choose a Visibility. See Who can see and edit a workflow.
-
Select Create. The workflow is active and runs at the next scheduled time.
To skip the prompt, go straight to the From form tab and fill it in. To save a workflow without starting its schedule, select Save as Draft. It’s saved as paused, and you can resume it whenever you’re ready.
Run, pause and resume
Section titled “Run, pause and resume”Each workflow’s card shows its schedule, recipients, the result of its last run and its owner, with these actions:
- Run now runs the workflow immediately, outside its schedule. You can also run a workflow from Smart Chat: select the + button, open the Workflows tab and select Run.
- Pause stops the schedule without deleting anything. Resume starts it again.
- Edit changes any part of the workflow.
- Runs shows this workflow’s run history.
- Delete removes the workflow.
Run history
Section titled “Run history”Every run is recorded, whether it was started by the schedule or by someone selecting Run now.
- The Run History tab at the top of the page lists runs across all the workflows you can see, with the start time, duration, status and what triggered it.
- Runs on a workflow’s card shows that workflow’s runs only.
Select View on a run to see its details: each step with its own status, the report period it covered, the email subject and who it was delivered to, and the reports it generated. If a run failed, the error is shown at the top.
Who can see and edit a workflow
Section titled “Who can see and edit a workflow”Each workflow has its own visibility, chosen by the person who creates it.
| Visibility | Shown as | Who sees it | Who can edit, pause or delete it |
|---|---|---|---|
| Only me | Private | Only the creator. | The creator. |
| Whole team | Team | Every member whose role can view workflows. | Anyone whose role can manage workflows. |
| Specific roles | Shared | The creator, plus the roles or members picked. | Only the creator. The people it’s shared with can view it. |
Visibility controls who can see and change a workflow’s settings. It doesn’t affect whether the workflow runs: an active workflow runs on its schedule whoever can see it, and its emails go to the recipients listed in it.
Find workflows
Section titled “Find workflows”The cards at the top count the workflows you can see, how many are active, how many you created, and how many are shared with the team or with specific people. Use the search box and the All, Mine, Private, Team and Shared filters to narrow the list.
Limits
Section titled “Limits”Workspace admins can cap how many workflows each member may create, per role, from the AI Gateway tab in Team Management. If you reach the limit, Bokapsys tells you when you try to create another.