Pipeline triggers

A Pipeline Trigger is the rule that converts a saved client service into a recurring workflow job. Firm owners and admins configure triggers under Settings > WorkFlow Setting > Pipeline Trigger. If the option is hidden, see Permissions and Visibility.

What a pipeline trigger ties together

A pipeline trigger links four configuration elements so saving a service on a client record automatically generates work:

• Trigger When Start: The event that fires the rule (such as On Service Update).
• Pipeline: The workflow board where the generated job lands. Pipelines and stages are configured under Settings > WorkFlow Setting > Pipelines.
• Job Template: The template defining generated job titles, dates, tasks, and invoices. Configured in Job templates and stage automation. Only Service Templates (service-recurring job templates) are eligible.
• Tags: Service tags the rule monitors. The trigger fires when a client service matches one of the selected tags.

Add a pipeline trigger

1. Open Settings.
2. Open WorkFlow Setting > Pipeline Trigger.
3. Select Add (the plus icon).
4. In Trigger When Start, select On Service Update.
5. In Pipeline, choose the pipeline where new jobs should land.
6. In Job Template, choose the service template defining the workflow.
7. In Tags, pick the service tags this rule applies to.
8. Select Add.

Saving or updating a client service re-evaluates matching triggers. The On Service Update trigger covers both adding a new service and modifying an existing service record.

One active trigger per service tag

Each service tag can belong to only one active On Service Update trigger. If you add or edit an On Service Update trigger with a tag that another active one already uses, Assisterp refuses to save it and asks you to deactivate the old trigger or remove the duplicate tag first.

When you add a service to a client, Assisterp looks for exactly one active On Service Update trigger that matches the service tag and whose pipeline and job template are both active. If it finds none, or more than one, the service is not added. The message names the service tag and asks you to configure the pipeline trigger, or to keep exactly one active trigger for the tag.

Change a trigger later

When you add or change a trigger, Assisterp updates the recurring schedule of existing client services that use the same service tag and already have one, so future jobs use the trigger’s current pipeline and job template and the next job dates are recalculated. Jobs that already exist are not changed. This runs in the background, so it can take a little while to show.

What happens when a trigger fires

When a service is saved and its tags match an active trigger, Assisterp performs two actions:

1. Creates a Recurring Job on the chosen pipeline using the selected job template. The service status updates from Not Started to Recurring Created.
2. Schedules workflow jobs for the filing periods covered by the service. When a filing period date arrives, the workflow job opens on the pipeline, and the service status updates to Job Started.

The recurring job acts as the master schedule, while generated workflow jobs represent actionable cards on the pipeline board.

How dates are calculated for generated jobs

Start, due, and end dates for generated jobs are calculated using three configuration settings:

• Government due-date offset: Set per service tag under firm settings to define the deadline relative to period end dates.
• Fiscal year, frequency, and service start date: Set on the client service record to define filing period boundaries.
• Job Start On (Days) and Job Due On (Days): Set on the job template as day offsets from anchor dates to determine when jobs open and become due.

View generated recurring schedules

Open WorkFlow > Recurring Jobs for a firm-wide view of active recurring schedules, or open a client record and select the client’s Recurring Jobs tab. To manage active jobs on the board, see Jobs and pipelines.