Rolling FirmFlow folders forward

Alerts and notices

GoFileRoom FirmFlow 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.

    Note: Service Type is a required field. You cannot roll forward folders without specifying information in this field. Selections and roll forward options that are available are based on the Service Type that you choose.

  5. Using the New Folders fields in the Roll Forward Folders section, specify the criteria for the new FirmFlow folders that will be created.

    Notes

    • Year and Assigned To are required fields. You cannot roll forward folders without specifying information in this field.
    • Additional folder information remains unchanged during the rollforward process.
    • Optional: Mark the appropriate checkboxes in the Roll Forward Options section to carry the following items forward.
      • Deliverables
      • Delivery instructions
      • Information fields
      • Notes
  6. Click Save and then click OK twice.

The roll-forward request is queued for overnight processing so that you can 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.
  • FirmFlow Administrators should 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 target workflows already exist, they will not be replaced or updated with the new one because
    duplicates are not allowed. The roll-forward process will continue with the next workflow that matches
    the specified criteria.
  • If the target workflow exists with a customized 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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