TaxDome Pipelines are more than a regular kanban, they are fully customizable to your firm’s needs—and you can add jobs with automations to them, such as creating tasks, sending out emails, contracts, or organizers.
- Pipelines, Explained
- Creating Pipelines
- How Can I View My Pipelines
- How to View Automations in the Pipeline
- Editing Pipelines
- Duplicating Pipelines
- Adding Default Pipelines From Our Library
- Deleting Pipelines
- Using Jobs
- Viewing Which Accounts Have Been Added to Pipelines
A Pipeline (1) is an established procedure—such as the sequence of steps involved in moving from the beginning to the end of a work process—that helps you manage your client flow and keep track of where any given assignment is at any time.
Each pipeline consists of:
- 2. Jobs: These are the individual projects a client pays you to do, such as a 2020 tax return or a January payroll. A pipeline can include more than one job. Each job is paired with a client account, and both move together through the pipeline from the first stage to last.
- 3. Stages: These are the steps that move a job from the beginning to the end of a pipeline. Once each pipeline stage is completed, the job advances to the next stage.
- 4. Automations: These are trigger actions that need to be taken in order for the job to be moved to the next stage (a task for your team is created, a contract is sent to your client, etc).
Two pipeline examples:
Pipeline 1:1040 Return
Job 1: 2015 Tax Return
Job 2: 2016 Tax Return
Job 3: 2017 Tax Return
Stage 1: Review Docs
Stage 2: Prepare Engagement Letter
Stage 3: Prepare Return
Stage 4: Review
Stage 5: E-file
Pipeline 2: Payroll
Job 1: 2015 January Payroll
Job 2: 2016 February Payroll
Job 3: 2017 March Payroll
Stage 1: Review Docs
Stage 2: Review Timecards
Stage 3: Initiate Debit
Stage 4: Send Paystubs
Pipelines can be created either by a firm owner or any team member who has been given access rights to manage pipelines. Here’s how:
Go to Settings, choose Pipelines, then click on the CREATE PIPELINE button. See the explanation below for the details on each step.
1. Pipeline Name. Enter a name for the pipeline. This is how it will be displayed in the Workflow section.
2. Available to. Select the team members who will have access to the pipeline. If you leave this field empty, only the pipeline creator and the firm owner will see the pipeline in the Workflow section. Read more on pipeline availability in the article.
3. Sort accounts in stages by. Decide how you want jobs to be sorted in the stages. By default, they’re sorted by account name, but you can also sort them by the amount of time in a stage so that newly added jobs appear at the top, or vise versa.
4. Show job names. Decide if you want the job’s name to be visible in the pipeline. If you plan to add several for one client, it is recommended to turn this toggle on.
5. Job Schedule. Schedule jobs that repeat so that they are automatically created in a pipeline when needed. Schedule a job to recur daily, weekly, biweekly, monthly, quarterly, or annually. Read more in the article.
6. Stage Name. Enter the name for a first stage,
7. Add automation. Link automation to the first stage. Once a job is moved to a new stage that contains an automation, the action is triggered (e.g., a task is automatically created, an organizer generated, an email sent). Learn more about this in the Automations article. Add as many automations for the first stage as you need.
8. Add stage. Add the second stage, then link automations to it. Add as many stages as you need.
9. Save. Save your pipeline. Once you have a pipeline, you can navigate to the Workflow section and begin adding jobs for your client accounts.
How Can I View My Pipelines
Pipelines are displayed as kanban boards, and you can view them two ways:
- For a client account: From your left sidebar, go to Clients, click on the account name, then select Workflow in the menu bar. You’ll see all the pipelines with jobs for the client account as well as the progress made. Pipelines are no longer visible here once the jobs for the account have been archived or deleted from the pipeline.
- For all client accounts: Go to Workflow from the left sidebar, then select the pipeline in the list. You can then view another pipeline by using the drop-down menu.
By default, the pipeline list displays 25 pipelines per page. However, you can choose to view 50, 100, or 250 at a time. To change the amount, select a number in the Rows per page menu at the bottom left of the page. You can sort the pipeline list by name or number of accounts in a pipeline. Click the up-down arrow next to the chosen column header to sort the list below it.
A pipeline can be edited by a firm owner or any team member who has been given access rights to manage pipelines. Here’s how you edit one:
- From the pipeline itself: Click the three-dots icon to the right of the Add job link while you’re viewing the pipeline, then select Edit OR click the automation icon above any stage, then click the Add automation link.
- From the pipeline templates list: Go to Settings from the left sidebar, select Pipelines, and click on the pipeline’s name.
- From the pipeline list: Go to Workflow from the left sidebar, click the three-dots icon to the far right of the pipeline’s name, then select Edit.
- Once you are in the edit window, you can change the name of the pipeline, select or deselect the team members who can access it, and change the sorting options. You can also make changes to the stages:
- To add a stage, click Add stage, then enter the name of the stage.
- To move a stage, point to the move icon to the right of the stage’s name, then drag-and-drop it.
- To delete a stage, click on the red trash can icon to the right of the stage’s name.
- To add automation to a stage, select the stage, then click + Add automation.
- If you want additional emails to be sent to your clients if they don’t respond within a certain time frame, locate the Reminders option below the automation template, then select Enable in the drop-down. Read more on reminders here.
2. Click SAVE.
You can create new pipelines based on existing ones: go to Settings from the left sidebar, select Pipelines, click the three-dots icon to the far right of the pipeline’s name, then click Duplicate. The pipeline’s copy will be saved with a suffix (e.g., 1040 Return (2)). Stages, automations, and other template settings are copied. However, you’ll need to manually add jobs to a newly duplicated pipeline.
Adding Default Pipelines From Our Library
TaxDome offers ready-made pipeline templates to get you started. They can be easily edited if needed. To add a pipeline from our library:
1. Go to Settings from the left sidebar, choose Pipelines, then click the COPY FROM LIBRARY button.
2. Click the copy icon to the right of the template you want to use. Stages, automations, and other template settings are copied. Now you can edit the pipeline by clicking on its name; you’ll need to manually add jobs.
Thanks to our clients, we’re constantly adding new templates to our library. Would you like to share some of your pipeline templates with other TaxDome users? If so, we’d love to hear from you.
To delete a pipeline, go to Settings, select Pipelines, click the three dots icon to the far right of the pipeline’s name, select Delete, then click the DELETE button to confirm.
Note: This deletes all jobs linked to the pipeline.
Viewing Which Accounts Have Been Added to Pipelines
You can always find out which accounts have been added to a specific pipeline or to a stage in a pipeline:
- Go to either the Clients or Jobs page of the Workflow section, then click on the FILTER button.
- Select a pipeline name in the Pipelines section, select the stage, then click APPLY. You can also select several pipelines and stages if needed.
You’ll then see a list of all client accounts that were added to the selected pipeline and/or stage.