Rolling FirmFlow folders forward

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GoFileRoom administrators can roll FirmFlow folders forward from year to year. Rolling folders forward eliminates the need to enter data that was gathered in previous years, such as tax returns that are associated with the engagement, due dates, delivery instructions, and more.

Note: Rolling folders forward is a resource-intensive process. For this reason, all roll-forward requests are queued for over-night processing.

  1. Choose Administration > Manage FirmFlow from the GoFileRoom toolbar.
  2. Select a drawer from the Drawer drop-down list and click the Folder Administration tab.
  3. Select Roll Forward Folders from the Process drop-down list.
  4. Using the Existing Folders fields in the Roll Forward Folders section, specify the criteria for the FirmFlow folders that you want to roll forward.
  5. Using the New Folders fields in the Roll Forward Folders section, specify the criteria for the new FirmFlow folders that will be created.
  6. Click Save and then click OK.

The roll-forward request will be queued for overnight processing. You will be able to start working on the new folders the following morning.

You may submit as many roll-forward requests with different criteria as necessary during the course of the day. The roll-forward requests will all be processed overnight and you will receive email status confirmations for each request.

Notes

  • You can perform bulk updates on FirmFlow folders after rolling them forward. For example, after the roll-forward process, you may want perform a bulk update to re-import data, using the Clear function to clear certain information fields in a workflow.
  • Your selections are cumulative.
  • You can specify multiple values using the buttons to the right of the fields.
  • The Description field is dependent on the workflow you choose. These description values are associated with the FirmFlow folder's workflow description.
  • The Year, Assigned To, and Workflow fields are required - you will not be able to roll forward folders without specifying this information. Additional folder information will remain the same through the process.
  • You can specify if you want to carry forward the following information.
    • General Notes: The large notes area in the Notes tab of the FirmFlow folder.
    • Assembly Instructions: Notes and additional instructions specified in the Forms tab (number of copies, attachments and other notes).
    • Delivery Instructions: Instructions in the Delivery Instructions tab of the FirmFlow folder.
  • FirmFlow Administrators to retain and archive FirmFlow roll-forward confirmation emails as this is the only record available to users of roll forward activities. Confirmation emails can be added to GoFileRoom or stored locally.
  • If the target workflow exists but with a custom description, the workflow will be created.
  • If you are tracking the preparation of Extension forms as workflows, you can avoid rolling forward these workflows by specifying the Workflow types to be rolled forward.

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