Deleting deliverables during the bulk update process

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Follow these steps to have GoFileRoom delete the original deliverable within existing workflows by adding “[DELETE]” to the deliverable name in the Bulk Import Template (By Deliverable) report. This will allow you to efficiently delete a large number of deliverables across multiple workflows. You can then add a new deliverable to the existing workflows, if needed.

  1. Choose Reports > FirmFlow Reports from the GoFileRoom toolbar.
  2. Click Options, select Standard Reports, and then select BULK IMPORT TEMPLATE (BY DELIVERABLE).

    Note: You must have appropriate user- or group-level privileges to view new reports.

  3. Select a service type and workflow and then click Search.
  4. From the results screen, click Options > Export Report.
  5. In the prompt that appears, choose Save As and save the file with a CSV extension (for example, Test.csv).
  6. Start Excel, click the Data tab, and then click the From Text button in the ribbon.
  7. In the Text Import Wizard - Step 1 dialog, verify that the Delimited option is selected and click Next.
  8. In the Text Import Wizard - Step 2 dialog, clear the Tab checkbox, mark the Comma checkbox, and click Next.
  9. In the Text Import Wizard - Step 3 dialog, scroll down to see all columns and then select each column and mark the Text option. Click Finish after you have done this for all columns.
  10. If the worksheet is not named Sheet 1, right-click the tab at the bottom of the worksheet, select Rename, and rename the worksheet to Sheet1.
  11. Delete the first eight rows of the worksheet.
  12. For any deliverables that you want GoFileRoom to delete, append the name of the deliverable as it appears in the CSV file with [DELETE] at the beginning of the name. For example: "[DELETE]1120 US Corporation Income Tax (Calendar)."
  13. Optional: Add any new deliverables to the spreadsheet.
  14. When you are finished making changes, choose File > Save As and save the file as an XLS or XLSX file and close Excel.
  15. In GoFileRoom, choose Administration > Manage FirmFlow, select a drawer from the Drawer drop-down list, and then click the Folder Administration tab.
  16. Select the Service Type, Workflow, and Assigned to values.

    Note: Although an entry is required for the Assigned to field, this value will not be applied when performing bulk updates to existing workflows. This value is used only when creating new workflows using the bulk import process.

  17. In the Specify Excel list with form information field, click the Browse button and select the XLS or XLSX file that you created.
  18. Click Import.

Notes

  • Bulk import is an overnight process. The updated workflows will be available the following day.
  • GoFileRoom sends a notifiction and detailed report to the FirmFlow Administrator If, after the import process, any deliverables flagged for deletion aren't successfully deleted or when a deliverable that you've added to the deliverables list isn't added. This may happen if a deliverable that you add or flag for deletion doesn't currently exist in a workflow.

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