Using Pipelines

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By Mary Cooper

updated 3 days ago

TaxDome offers Pipelines and Tasks to help your workflow run smoothly and efficiently. Our pipelines are fully customizable to your firm’s specific needs. Within pipelines, you can add automated actions to stages, such as creating tasks or sending out emails.

Covered here:

What Is a Pipeline?

A pipeline is an established work procedure—such as the sequence of steps involved in moving from the beginning to the end of a working process—to help you manage your client flow and keep track of where any given assignment is at any time. 

Each pipeline consists of:

  • Jobs: These are individual projects a client pays you to perform, such as a 2020 tax return or a January payroll. A pipeline might include more than one job. 
  • 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. Plus, you can add automated actions to the stages (see below).
  • Accounts: These are the clients. Each job is paired with an account, and both move together through the pipeline from first stage to last. 

Here are 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: Timecard Reviews

Stage 3: Initiate Debit

Stage 4: Send Paystubs

Creating a Pipeline

A pipeline can be created by a firm owner or any team member who has been given Manage pipelines access rights. Here’s how to create one:

1. Go to Settings, then to Templatesselect Pipelines, then click on the CREATE PIPELINE button.

2. Enter a name for the pipeline.

3. Give your team members access to the pipeline by selecting the checkboxes next to their names.

4. Decide how you want to sort your jobs in stages. By default, jobs are sorted by account name, but you can also sort them by the amount of time they’ve been in a stage, so that newly added jobs are displayed at the top. 

5. Decide whether you want to show the job name in the pipeline. If you plan to add several jobs for one client, it is recommended to turn this setting on.

6. Enter a stage name, then click Add stage to add an additional stage. Add as many stages as you need. 

7. You can link automated actions to the stages of your pipeline. Once a job is moved to a new stage that contains  an automated action, that action is triggered (a task is automatically created, an organizer is generated, an email is sent, etc.). To add an action, select a stage, then click Add action. Read more about this in our Using Automated Actions article. 

8. Click SAVE

Each pipeline is shown as a kanban board. You can use them two different ways:

  • Explore pipelines for all client accounts. Go to your Workflow from your left sidebar, then select the pipeline in the list. You can then easily go to another pipeline by using the drop-down menu.

  • Explore pipelines for a particular client account. From your left sidebar, go to Clients, click on the account name, then select Workflow in the menu bar. You will see every pipeline with jobs for that account as well as any progress that has been made. Once a job for an account has been deleted from the pipeline, it is no longer visible in the profile.

Editing a Pipeline

A pipeline can be edited by a firm owner or any team member who has been given Manage pipelines access rights. Here are the steps:

1. Go to Settings from the left sidebar, then Templates, select Pipelines, and click the pipeline name. Alternatively, you can go to the Workflow from the left sidebar, click the three-dots icon to the far right of the pipeline name, then select Edit.Once you are in the edit window, you can change the name of a 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 a stage name.
  • To move a stage, point to the move icon to the right of its name, then drag-and-drop. 
  • To delete a stage, click on the red trash bin icon to the right of its name.
  • To add an action to a stage, select the stage, then click + Add action.

2. Click SAVE.

Duplicating a Pipeline

You can create new pipelines based on existing ones. To do so, go to Settings from the left sidebar, then to Templates, 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 the appropriate suffix (e.g., 1040 Return (2)). Stages, automated actions, and other template settings are copied. However, you will need to manually add the jobs to a new pipeline.

Adding a Default Pipeline From Our Library

For your convenience, we offer default pipeline templates, which you can easily edit. To add a pipeline from our library:

1. Go to Settings from the left sidebar, select Templates in the menu bar, select Pipelines, then click the COPY FROM LIBRARY button.

2. Click the copy icon to the right of the template you want to add. Stages, automated actions, and other template settings are copied. Now you can edit the pipeline by clicking on its name. However, you will need to manually add the jobs to a new pipeline.

Thanks to our customers, we are constantly adding new templates to our library. Would you like to share some of your pipeline templates with other TaxDome users? If so, we would love for you to contact us.

Populating a Pipeline With Jobs

Once a pipeline has been created, you can add jobs and link them to accounts. Please note the following:

  • Jobs can be added to a pipeline either by a firm owner or team member who has been given Manage pipelines access rights.
  • Team members can see only the pipelines made available to them in the pipeline settings.
  • Team members can move jobs for their assigned accounts through the pipeline.
  • Team members can see only the jobs of their assigned accounts in a pipeline, unless they’ve been given View all accounts access rights.

You can add jobs to a pipeline either from the Workflow section by selecting the appropriate pipeline, or you can add several jobs at once by selecting different clients in the Accounts list. 

To add several accounts to a pipeline, go to Clients, select the checkboxes next to the relevant client accounts, click on the ADD JOB button, select the pipeline, and then click ADD. You will be redirected to the selected pipeline.

To add a single job to a pipeline, click the pipeline name in the Pipelines list of the Workflow section, click on Add job, then select a client account from the list. 

The job is always automatically added to the first stage. By default, the job’s name is similar to the pipeline’s: You can change it by clicking on it and typing a new one.

To move a job to a new stage in a pipeline, hover the mouse over its name, then drag-and-drop it. If there are any automated actions linked to the new stage, a pop-up listing them will be displayed. Deselect the ones you don’t want to be triggered, then click MOVE

If tasks linked to a stage weren’t completed, choose an option from the pull-down menu in the Unfinished tasks section: Mark complete, Move to next stage, or Delete. Then click the MOVE button.

Sorting Jobs in a Pipeline

By default, jobs are sorted by account name. However, you can also sort them by the amount of time they’ve been in a stage, so that newly added jobs are displayed at the top or at the bottom. Go to Settings, then to Templates, select Pipelines, then click the pipeline name to change this sorting setting.

Deleting a Job From a Pipeline

A job can be deleted at any stage in a pipeline. Click on the box displaying the job to expand it, then click on the red trash bin icon.

How to See Which Accounts Have Been Added to a Pipeline

You can filter your account list to see which accounts have been added to a specific pipeline or even to a specific stage in a pipeline. To do so:

  1. Go to Clients, then click on the FILTER button.
  2. 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 will see the list of all the accounts that were added to a selected pipeline and/or stage.

Keeping Track of To-Dos Within a Pipeline

You can always stay on top of how long a job has been at a certain stage: The amount of time is displayed right beneath the account name. 

You can also see all the tasks linked to a particular stage for a job in a pipeline. The number of outstanding tasks is displayed along with job’s status, indicated by the circle. Here’s how to read the different color codes:

  • a green circle: The deadline for the task has not been reached. 
  • an orange circle: The deadline for the task is approaching (3 days away or less).
  • a red circle: The task is overdue.
  • a gray circle: The task does not have a due date.
  • a green check mark circle: All tasks for that stage have been completed.

Click the box displaying the job to get more information about linked tasks:

  • Completed tasks are crossed out. 
  • A counter next to the tasks shows how many subtasks the task includes (if any) and how many are completed. 
  • A start date next to the task name is shown for recurring tasks to make it easier to identify them.

Click the task name to review and edit it. 

If a task is linked to a stage, you can see which stage and/or pipeline it belongs to in the task editing window. Click the pipeline name to navigate to it. 

Linking a Standalone Task to a Stage

A task can be linked to a stage either manually or by adding an automated action. While adding tasks to a pipeline using automated actions involves a change in the pipeline template, manual linking allows you to track all tasks within a pipeline without modifying the template.

To link a task manually:

1. In the chosen stage, click on the account name box, then click + Link task

2. All tasks for that client account will be displayed. Select the one you want to link to a stage. One task can be linked to only one stage. If you have recurring tasks, the start date is shown next to the task name to make it easier to select the right one.  

Deleting a Pipeline

To delete a pipeline, go to Settings, then to Templates, select Pipelines, click the three dots icon to the far right of the pipeline name, select Delete, then click the DELETE button to confirm. Note: This will delete all stages linked to the pipeline. If the pipeline contains linked tasks, these are not deleted. However, they will be unlinked from the pipeline.


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