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Setting up your Workflow step-by-step
Setting up your Workflow step-by-step

This article walks you through the different steps while setting up your workflow.

Bart Van Remortele avatar
Written by Bart Van Remortele
Updated over a week ago

With this article, we will guide you on how to set up your Workflow. The setup process consists of 4 steps:

  • Provide general information and select the entities you want to include in your process.

  • Define the tasks you want to create for your selected entities.

  • Review the entities and their due dates.

  • Review all the tasks that will be created.

Step 1: General info & select entities

To begin the setup process, we first need to provide a name for our Workflow. The name can be anything and does not have to be unique. We suggest using clear naming that describes the contents and purpose of the Workflow. For example: "European Corporate tax compliance 2023".

To further explain the purpose of the Workflow, you can utilize the description field. You can also add documents to the description. This is helpful when the group tax team sets up workflows and local decentralized teams require additional information to better comprehend how to complete the tasks.

Next, you are asked to select the financial year (General or Corporate tax compliance) or calendar year (Indirect tax compliance). For Indirect tax compliance workflows, you can also specify the period you wish to include.

Based on the selected year, you will be able to choose your entities. You can use the filter "Only show active entities" to exclude any entities with the status "merged", "liquidated", or "divested".

For the Indirect tax compliance workflow, you have the option to group the VAT registrations by country of incorporation or by country of VAT/GST registration.

Example of selecting VAT registrations:

Step 2: Define tasks

Great job! Your entities have been selected. Now, let's define the process.

Each workflow consists of one or multiple tasks. Each task defined here will be linked to the previously selected entities.

When defining a task, you can specify the following:

  • The task name along with an additional description. You can also add documents to the description. Please note that you can add Word, Excel, and PowerPoint files here. You can collaborate on these files directly in Loctax.

  • You can instruct the assignee to upload specific data points. If necessary, these data points can be marked as required. The task cannot be completed without uploading these data points.

    • When data is requested and uploaded, the data will be saved onto the entity page in Loctax once the task is completed. This data will also be visible in other places on the platform, for example: dashboards, reports, chart, ... .

  • The assignee is the user who will be asked to complete the task. You can select a role or a specific person for this role. The assignee will receive a notification.

  • The task due date is the deadline by which the task must be completed. There are two ways to select the task due dates:

    • Automated calculation: With this option, the due date for each task will be automatically calculated based on the entity linked to that task. For example, you can set the task due date to be 2 weeks before the CTX filing due date.

    • Manual input: Here, you can select a fixed date that will be the same for all tasks in the workflow.

  • Reminders: If reminders are set, the assignee will receive a notification if the task is not yet completed. You can add up to 5 reminders per task.

  • Approvals: If approvals are enabled, you can select up to 5 approvers in the last setup step. If no selection was made, the assignee will be asked to choose the approver.

Example of requesting data

Step 3: Review due dates

Before launching the Workflows, we need to complete 2 review steps.

First, we review the due dates of the selected entities. Many tasks are linked to the filing due date of an entity. Therefore, we want to provide you with the opportunity to quickly check if all populated due dates are correct or add any missing due dates.

Step 4: Review workflow

As the last and final step, you should review all tasks created by the Workflow.

This is the perfect time to double-check if each task has the correct due date and assignee. If possible, we recommend avoiding tasks without due dates or leaving tasks unassigned.

Step 4 is where you can easily configure the approval process. You can choose an approver and set a due date for approval.

Start your Workflow

Congratulations! You are ready to start your workflow!

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