Detailed example of how to configuring a workflow [Part 2: Target dates and deadlines]
So hopefully from part 1 of this example you have a fully functional workflow, you have created an example job and progressed it from creation right through to completion and have seen the job moving down the progress monitor widget on your main dashboard.
In part 2 of the example we shall now add in the statutory deadline for the submission of the VAT and also some internal target dates. In Glide we differentiate between statutory deadlines and target dates and show them in different places on the job card, in different widgets and separately on reports.
Step 1 -> Add the VAT deadline
- You need to be a superuser to complete this example.
- Navigate to the workflow configuration area by clicking on the config menu then edit workflow systems
- Click on the pencil icon alongside our example workflow system which we named VAT Example
- Click on the workflow elements tab
- Scroll down to the deadlines section. Click on New: Deadline
- Enter the following settings:
- Name VAT filing deadline - the deadline might be included in a list of various deadlines so it is good to identify the context.
- Sub-system There is only one sub-system in our example, select that one.
- Deadline select the VAT filing (7th) option.
- No need to change the visibility settings and you can leave the client filter as all.
- Set completion on to (Leave stage) Submitted this means that when a job leaves the stage 'Submit to HMRC' the deadline will be marked as having been met. This will remove the deadline from deadline related widgets on the dashboard.
- The order can be left as 0. This is only useful where you have more than one deadline.
- Click save
- Your deadline now exists. As with the stages you will only see the deadline on your jobs when you add it to the workflow route. To do this:
- Click on the workflow routes tab
- On our standard workflow route you will see a deadlines section at the top right corner, click on the button Add deadline (1 available), select the deadline in the dropdown and click save.
- You could force a recalculation of deadlines on existing (incomplete) jobs; however, I would recommend going back to your client card (just type the name into the search bar), clicking on the VAT Tutorial green tab and clicking on the Create now button. Scroll down a little and click on the icon to the right of the new job to see the job card.
- This time you will see the deadline on the job card. In addition go to your dashboard and add the Deadline monitor widget to your dashboard (this is specific to the workflow system so will be listed under the name of the system, in our case VAT Tutorial) and also add the widget Outstanding deadlines (this one is listed towards the top under User widgets). You should see your deadline referred to in both these widgets.
- Progress the job and when you click the progress button to confirm the return has been submitted to HMRC you shall see the deadline on the job card is ticked off, if you return to your dashboard (might need to refresh if already open in another window) you'll also see the deadline has now disappeared.
This deadline will be automatically calculated and added to all jobs that are created on this workflow route.