How do I add files and workflows to a customer and manage them?

Here we show you how to add and manage files and workflows for a customer.
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Create file

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1. select customer

To do this, go to the "Manage clients" page and select your desired client

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2. click the "Create file" button

As soon as you have called up your customer, you will find a list of all the customer's files in the first tab "Files". Within the file, you will find all the processes that belong to the file. In our example, we have created 1 file for the customer "Mustercompany GmbH" ("Test files") with one process ("Found GmbH").

In the top right-hand corner you will find a button with the title "Create file".

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3. popup opens

As soon as you click on this, a pop-up opens to create the file. You have the following setting options when creating a new file:

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• MLA relevance
  • Legal
  • Fiscal
  • Fiscal-legal
  • Notarial
  • Other MLA
  • None
• Selection of so-called catalog businesses
• File name
• Description of the file
• Selection of processes that are to be started directly when the file is created, e.g.
  • Initial inquiry
  • Legal KYC
  • Risk analysis
  • Identity check
  • ...

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5. file is created

Once you have made all the required settings, you can create the file. This is now added to the customer and appears in the list of files.

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Add workflow to the file

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1. click button "+ Add process"

Now we add a first workflow to the new file. To do this, we press the "+ Add process" button in the desired file

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2. select desired process

A pop-up opens. The various workflow categories are available here. First select the desired category (e.g. "File creation"). All workflows within this category are now available for selection (e.g. traffic accident, employment law, general matters, ...).

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3. workflow is added to the file

The desired workflow is added to the file. Please note that the same process may not exist twice within a file with the status "open". This means that if you have a running KYC workflow, you cannot add a new KYC workflow to the file. This is only possible again as soon as the first KYC workflow has been marked as "completed".

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Manage file

You have the following options for managing the file via the context menu (the icon with the three dots)

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1. add process

Here you can add new processes to this file

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2. edit file

As soon as you press "Edit file", a sidebar opens with the option to edit the following properties:

• Name of the file
• Status (Active vs Inactive)
• Description of the file
• List of all open processes + possibility to add new ones
• List of team members
• List of all file participants + option to add new ones
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3. delete file

You can delete the file here. A file can be deleted as soon as all the processes it contains have been completed.

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4. share file with client

You can use this function to share the entire file with your client. They can open the link and see all open processes. This allows you to work on the processes together.

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