thewealthworks Customer Support Portal

WealthWorks+ streamlines entity administration by turning complex processes into clear, manageable workflows. This video walks through how those workflows function in practice and how they help teams stay organised, accountable, and in control of every entity they manage.

Tutorial Transcript 

This short video provides an overview of the workflow features designed to support estate administration with WealthWorks+.

A workflow in WealthWorks+ is simply a chain of connected tasks. Each task is defined by attributes such as the time required for completion, warning dates, and deadline dates. Workflows offer predefined tasks that are added to an estate which can be assigned to one or more individuals for completion.

[00:28] WealthWorks+ allows login via username and password, or through Windows authentication when configured. Once logged in, any active alerts can be accessed via the bell icon. Users can manage alerts through a sidebar that lists all current alerts and shows details of the related record. Clicking the arrow icon expands the alert to show additional details. Each alert can be dismissed directly from the sidebar by clicking the delete icon. Clicking ‘Back’ returns you to the full list of current alerts. To close the sidebar, click the X icon in the top-left corner.

[01:31]  Quick tip: Click the arrow icon at the top of the page to view your recently accessed records, making it easier to navigate to a client.

[01:46] In WealthWorks+, an Estate is represented by the house icon, clicking on the client from here will open their full record for detailed viewing and actions. Navigate to the ‘Workflow’ tab to view all active workflows for this entity. This estate has three workflows. One is marked as overdue, another as due soon, and each workflow displays its current status. The workflow statuses shown here reflect the warning periods set for when a linked task is due to start.

[02:28]  To view the tasks linked to a workflow, click the arrow to expand the workflow, this will display all associated tasks, including details such as task title, priority, status, assignee and due date. The timeline displayed reflects the due dates of all tasks associated with the workflow. To hide the tasks, click the arrow next to the workflow to collapse it.

[03:00]  This entity has only two workflows attached, demonstrating that the workflow process can be adapted to meet the entity’s requirements. This workflow is pending because its linked tasks are also pending. The due dates are 22/12/2025, so they will not become active until the tasks are due on 22/12/2025 and will become active only after their individual warning dates have passed. This example shows how adjusting due dates can provide flexibility in workload management

[03:47]  Now that we’ve reviewed workflow management, let’s look at how to manage the tasks themselves. Within the entity, click the ‘Tasks’ tab. On the Tasks screen, you can apply various filters. For example, use the dropdown menu to select tasks from a specific workflow Additional filters include Task Status, Priority, Warning Date (From/To), and Deadline Date (From/To). My Tasks displays all tasks assigned to your user login, my Team Tasks displays all tasks assigned to your team.

Lower Level tasks display tasks assigned to users whose level is below yours. From this screen, you can mark tasks as ‘Completed’. For example, if a team member is off sick but their work has been finished. You can select the completed checkbox and click ‘Complete All Selected’. WealthWorks+ will display a confirmation of the tasks you’ve selected to complete. Click ‘Save’ to proceed. This enables you to efficiently manage and update team tasks. Change the filter back to ‘My Tasks’.

[05:29]  On the 'Tasks' tabs, as with other tables in WealthWorks+, you can customize the column display. Click ‘Columns’ to select or deselect the columns you want to view. Blue indicates visible columns; grey indicates hidden columns. For example, selecting ‘Notes’, 'Completion Date' and 'Warning', the table will expand to include the data for those selections. The table can also be exported using the options at the top. One commonly used format is Excel (.xlsx).

[06:19]  To view a task in detail, click ‘Actions’ and then select ‘Edit’, the Edit Task window, will show all the details about your task. In this window you can edit various fields, for example who the task is assigned to. The Timescale tab displays all dates associated with your task, including the calculation days for the advanced warning date, hover over the ‘i’ icons to view details about each field. Tasks for an Estate are usually unique entries, as shown in this example. However, if a task needs to recur, you can adjust the interval here, hover over the ‘i’ icon to view additional details, such as how the deadline date is used in task calculations.

[07:25]  To add any notes to the task, use the ‘Notes’ tab, click ‘Save’ to apply and store your changes. To filter for completed tasks, select ‘Complete’ under ‘Task Status’ and apply the filter. This will display all tasks with a ‘Completed’ status.

You can also filter by a single status, such as ‘Overdue’. After updating tasks, these changes should now be visible in the ‘Workflows’ tab of the Entity.

[08:19]  Previously, this Entity had three workflows. After completing the tasks, one of the workflows is now marked as complete, to view it, select the ‘Show Completed Workflows’ option.” If we expand the completed workflow ‘PROBATE File Opening’, we can see that all linked tasks have a status of ‘Completed’. Expanding the ‘PROBATE Pre-grant’ workflow shows that the linked tasks have been updated with the notes we added.

[09:08]  So far, we’ve focused on tasks and workflows within a specific entity. However, WealthWorks+ also provides a complete overview of tasks and workflows across all clients. Navigate to ‘Organiser’ and then select ‘Tasks & Workflows’.

[09:28]  You can use this screen to easily view and manage your data, filters are available to help you narrow down the data in multiple ways. There’s also an extra filter called ‘Entity Name’. Filters are available to help you narrow down the data in multiple ways. When you change any filter criteria, make sure to click the ‘Apply Filter’ button to refresh and update the data displayed on the screen. In the column headers, you can use the sort arrows to organize your data, for example, clicking the down arrow on ‘Task Status’ will sort the tasks in alphabetical order, grouping similar statuses together. You can also rearrange the columns in the table by dragging them to your preferred position. Click ‘Columns’ to select or deselect the columns you want to view. Blue indicates visible columns; grey indicates hidden columns. If you export the data using the buttons at the top of the table, the exported file will reflect your current layout and applied filters.

[11:15]  The system includes 12 standard workflows as part of the default installation, all of which can be customised to meet your requirements. Additional workflows can also be created and added as needed. If you have any further questions about workflows or tasks in WealthWorks+, please contact us at sales@thewealthworks.com.