Jobs and pipelines

Admins and employees use jobs and pipelines to follow client work through a workflow. Start here when you see Jobs, Pipelines, or Pipelines Setting and need to know which area to use.

Setting up workflow structure (pipelines, stages, templates, triggers) is admin work and lives under Settings > WorkFlow Setting. The rest of this article covers daily work in Jobs and Pipelines.

What a job is

A job is a workflow item for a piece of client work. A job can show the client, service tag, pipeline, current stage, dates, status, and the tasks or activity connected to that work. A job’s status is Open, In Progress, Missing Info, or Completed, and a job can be archived separately when it is no longer active.

A job cannot be set to Completed while it still has open tasks or other items that count toward its progress.

Use Jobs when you need a list of active workflow items and want to open one job’s details.

What a pipeline is

A pipeline is the board that shows active jobs by stage. Each stage appears as a column, and job cards sit inside the stage they are currently in. The cards can show the job number, client, service tag, title, status, and dates.

Open Pipelines and select a pipeline to scan the flow of work, see how many jobs are in a stage, or open a job from the board.

Add a job

1. Open Jobs or Pipelines.
2. Select Add (the plus icon).
3. Choose the PipeLine and the PipeLine Stage the job should start in.
4. Choose the Job Template that defines the workflow. Templates are configured under Service templates.
5. Under Select Clients, pick one or more clients the job applies to.
6. Add Select Tags if your team uses tags for grouping.
7. Select Save.

Priority, due dates, assignees, and the task list inside the job come from the chosen template and pipeline, so they do not appear on the Add modal.

Use the pipeline board

Open Pipelines from the left sidebar. The page lists your pipelines; select one to open its board and scan active jobs by stage. Each stage is a column, and job cards sit inside the stage they are currently in. A job card shows the job number, status, the client and folder number, the service tag, the title, the due date, and the created date.

To move a job to another stage, drag the card from one column and drop it on the destination column. You can also move a job from its detail page — see Move a job to another stage. The board itself doesn’t change stage structure. Renaming or adding stages is admin work under Settings > WorkFlow Setting; if you don’t see Settings, ask your administrator.

Job detail page

Open a job from Jobs or from the pipeline board. The top of the page shows the job title, the client, the service tag, the pipeline, and when the job was created. Summary cards below show Current Stage, Start and End dates, Reporting Period, Hard Deadline, and Account Manager with the job’s priority.

The header has a status list and an archive list, which you can change only if you have the matching permission (otherwise they are greyed out), and three buttons:

• Update Stage moves the job to a different stage of its pipeline.
• Why Created explains how the job was generated.
• Edit Job opens the job for editing.

Under the header the page has two tabs: Tasks, which shows the workflow stages with the items inside each stage including tasks, and Activity, which shows the change history.

Move a job to another stage

If a job sits in the wrong stage, you can move it from its own page without going back to the pipeline board.

1. Open the job from Jobs or from the pipeline board.
2. Select Update Stage.
3. In Move to Stage, choose the stage in Select Stage.
4. Select Update Stage.

The Current Stage card shows the new stage. Moving a job into a stage runs that stage’s automations, the same as when the job reaches the stage on its own.

See why a job was created

Select Why Created on the job detail page. The Why this job was created window lists the rule that generated the job under Rule Applied (the service, service tag, pipeline trigger, pipeline, template, and stage), how the job’s dates were calculated under How Workflow Dates Are Calculated, which conditions matched under Conditions Matched, a Date Calculation Details table of each rule’s formula and value, and the Recurring Schedule behind the job. See Pipeline triggers and Job templates and stage automation for how those pieces fit together.

Pipelines vs. Pipelines Setting

Pipelines under WorkFlow is the daily work board.

Pipelines Setting under Settings > WorkFlow Setting is where admins set up pipeline structures, stages, templates, and related workflow configuration.

If you are doing daily work, start with Jobs or Pipelines. If you are changing how the workflow is built, start with Settings.

Jobs, pipelines, and tasks

Jobs organize a larger workflow. Tasks break work into specific actions. A job can have tasks attached to it, so the pipeline shows where the work sits while tasks show what still needs to be done.

A task, a meeting, or an invoice that is part of a job cannot be deleted. Assisterp refuses the deletion and says the item is used in a workflow job.

Jobs for clients that are not active

A new job cannot be created for a client whose status is Inactive or Dissolved. Work that Assisterp creates on its own, such as recurring jobs, jobs generated from a service, stage automations, and automove, runs only while the client is Active, so it is paused for a client who is On Hold, Inactive, or Dissolved. See Clients for the client’s status.

Filter and sort the job list

The action bar on Jobs has a filter, a sort, and a column-toggle control. The filter modal accepts PipeLine, Client, Status, Priority, Stage, Assignees, Job Tag, Client Tags, and date ranges. Quick filters narrow the list to My Jobs, Current Tax Year, Due Today, and Overdue. Three tax-type quick filters — Personal Tax, Corporate Tax, and HST Tax — narrow to the matching service tag.

The table has separate Job Tag and Client Tags columns. Job Tag is the service tag the job was generated for. Client Tags lists the tags on the client, with the first one shown and a + count for the rest. Both columns can be turned on or off with the column control, and they appear in the job export as Job Tag and Client Tags.

From a client record

On a client’s detail page, open the Jobs tab to see jobs for that client. Creating a job from this tab pre-fills the client, so you only choose the pipeline, stage, and template.