Account Workflow defines events that automatically happen to specific accounts.

To create an Account Workflow:

Step 1: Navigate to Administration > Workflow Rules.


Step 2: In the Define Workflow Rules window, select the Account tab.


Step 3: Click the Add Event  button to add a new event.


Step 4: In the Add Event window, select an event, and click OK.


Step 5: In the Event options area, select the options for the event. The options vary depending on the type of the event selected.


Step 6: To specify any exclusions for the account event, do the following:

  1. In Account type exclusions, select the types of accounts to exclude from the workflow.
  2. In Account status exclusions, select the account statuses to exclude from the workflow.
  3. In Other exclusions, select any other criteria that exclude an account from the workflow.

Available exclusions are as follows:

  • Any closed account
  • Accounts forwarded to an Outside Collection Agency
  • Accounts forwarded to Tax Intercept


Step 7: In the Conditions area, enter condition sets and attributes to qualify an account before the actions trigger.

Click a field in the Attribute column to select from a drop-down list of available fields. Then, choose a Comparison, Value, and Debtor Context for each attribute.

Note: Debtor Context only applies to debtor-related attributes, and allows you to specify whether the condition checks only the primary debtor, or all related debtors.

NOTE: The tabsSet 1- 6 are available to perform a different set of Actions depending on the Conditions met. If a debtor does not meet attributes in Set 1, the system then looks at Set 2, then Set 3, and so on.
For example: Set 1 has Account Status = FTB and the Action is Request a letter “FTB forward letter”. Set 2 has Account Status = OCA and the Action is Forward to OCA.
Having multiple sets allows you to trigger different actions for each one.


Step 8: To add an action, click the Add Action  button.


Step 9: In the Add Action window, select an action, and click OK.

You may add multiple actions to one event. Repeat steps 8-9 to add another action.


Step 10: Select the action options; these vary depending on the action taken.


Step 11: Do one of the following:

  • To save the workflow and add another one, click Apply.
  • To save the workflow and exit, click Save Changes and Close.

Tip: A common event to use that can be helpful in many situations is Check for a value in a field. This event allows you to look for values in custom fields you have created, or default fields. It is often helpful if you cannot make a standard event do exactly what you need.

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