Use account roles in your workflow

Streamline your workflow by assigning tasks and jobs based on account roles instead of specific team members. This guide will walk you through automating tasks and job assignments. 

Before you start

With account roles, you can assign jobs and tasks not to the specific team member but to the account role, such as tax preparer, consultant, bookkeeper, account manager, reviewer and so on. This way, when the task/job is created automatically, the assignee will be set based on the account role selection for the specific client account.

To start using account roles in your workflow, you need to have them created and allocate team members to roles.

Once these steps are complete, you can use account roles on your workflow. 

Use account roles in tasks/jobs

If you create tasks or jobs manually or in bulk, you can easily assign them automatically based on your clients’ account roles.

This process is similar for both tasks and jobs:

1. Start your task or job creation.

2. In the Assignees section of the sidebar, select Roles.

3. Choose one or more roles in the Assigned roles dropdown.

4. Finalize your task or job creation.

The task/job will be assigned to a person indicated as an assignee for the client for whom it was created. 

Automatically assign tasks based on roles

You can have automatically created tasks assigned to different team members based on roles by following these steps:

• Step 1. Add account role to task template

• Step 2. Set up task creation automation

Step 1. Add account role to task template

First, you need to set up a task template:

1. Go to Templates > Firm templates and switch to the Tasks tab. 

2. Click Create template or select an existing template to adjust.

3. In the Assignee section, select Roles. 

4. Add the desired role in the Assigned roles field, then save the template.

   

Step 2. Set up task creation automation

Now, you can use the task template you created in pipeline automations :

1. Open the pipeline you want to edit and select a stage where you want to add automation.
2. Add the Create task automation and select the template you set up in the previous step.

When jobs enter this stage, task assignees are automatically assigned based on the account roles in the client account.   

Automatically assign jobs based on role

You can have jobs created automatically via job recurrences assigned to different team members based on roles. Follow these steps:

• Step 1. Add account role to job template

• Step 2. Set up job recurrences

Step 1. Add account role to job template

First, you need to set up a job template:

1. Go to Templates > Firm templates and switch to the Jobs tab. 

2. Click Create template or select an existing template to adjust.

3. In the Assignee section, select Roles. 

4. In the Assigned roles field, add the desired role, then save the template.

   

Step 2. Set up job recurrences

Now, you can use the job template you created in job recurrences :

1. Open the job recurrence you want to edit or create a new one.
2. In the Job template field, select the template you set up in the previous step, then save.

When new jobs are created from this recurrence, job assignees are automatically assigned based on the account roles.

Use roles as senders in communications

You can configure email and chat automations to send messages from team members based on their assigned roles for client accounts. This ensures communications come from the appropriate team member handling that aspect of the client’s work.

For example:

• Tax preparation updates can be sent from whoever holds the “Tax Preparer” role
• Bookkeeping messages can be sent from the “Bookkeeper”
• General account communications can be sent from the “Account Manager”

When setting up Send email or Send message automations in your email and chat templates:

1. Toggle on Customize, then select Role in the Sender field.

2. Choose the role (e.g., Tax Preparer, Account Manager, Bookkeeper, Reviewer).

3. When the automation triggers, the message will be sent from whoever is assigned to that role for the client account.

Note

If no team member is assigned to the selected role for a client account, the message will be sent from the default sender specified in the template. For email automations, the team member assigned to the role must have their email account synced with TaxDome.

Who can do this?

Firm owners and admins can create tasks and jobs, create templates, and set up automations and job recurrences without additional access rights.

Team members will need the following access rights :

• Using account roles with tasks:

  • Be assigned to the client account or have the View all accounts access right to create tasks.

  • Manage templates access right to create or edit task templates.

  • Manage pipelines access right to add automations to the pipelines they have access to .

• Using account roles with jobs:

  • Be assigned to the client account or have the View all accounts access right to create jobs.

  • Manage templates access right to create or edit job templates.

  • Manage job recurrence access right to set up job recurrences.

  

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