Workflow examples

In Cloud, a workflow is a process that you can create for any user, entity or Cloud object type. Workflows assign stages on each user, entity and object as a way to organize them based on their progress in the “flow”.

Workflows are categorized into the following groups:

  • People workflows (staff and contacts)

  • Entity workflows (clients)

  • Content workflows (Working Papers files and uploaded files)

You can use the examples from each respective group to create your firm’s workflows and stages. To learn how to create workflows or assign stages, see Create workflows.

People Workflows

People workflows track the work status of your staff and client contacts.


The following is an example of a staff workflow.

Staff Status

Stage Order Description

Co-op Student

1 The staff member is a co-op student from an accredited co-op program.


2 The staff member is newly hired.


3 The staff member has been hired and is working part-time.
Probation 4 The staff member has completed the minimum required training and is on probation.
Full time 5 The staff member is working a full work week.
Partner 6 The staff member is a partner in the organization.
Temporary leave 7 The staff member is on leave but is expected to return.
Inactive 8 The staff member is not expected to return to the organization.


The following is an example of a contact workflow.

Contact type

Stage Order Description


1 New contact for client. Associated role.
Trusted 2 Contact is trusted with access to required content in Cloud.
Inactive 3 Person is no longer a contact.

Entity Workflows

Entity workflows track the status of your firm’s business relationship with each client.

Client Entities

The following is an example of a client workflow.

Client Status

Stage Order Description


1 Sales team has made contact with client and is engaged.


2 New client.
Client 3 Regular client for over one year.
Long-term client 4 Client for over ten years. Trusted client with discounted rates.
Inactive 5 No longer a client.

Content Workflows

Content workflows track the progress of your engagement or project.

Note: If you are using Caseware Accomplish to track your projects, ensure to use relevant terms such as "wait", "block" or "ready" to identify work that is Stuck. To learn more, see Status view.

Working Papers files

The following is an example of a Working Papers file workflow.

Engagement Status

Stage Order Description
Not Started 1 File has been posted and the organization is preparing to start the engagement.
Ready 2 File has been posted and the organization is ready to start the engagement.
Planning 3 A plan is being prepared for the file.
Gathering Evidence 4 The file is open and the organization is investigating procedures.
Waiting on Queries 5 The organization requires additional information from the client.
Finalization 6 Finalizing the engagement.
Ready for Review 7 File is ready for review.
First Review 8 File is being reviewed.
Lockdown 9 File has passed the first review and is in lockdown.
Second Review 10 File is under a second review.
Complete 11 File is complete and locked down.

Uploaded Files

The following is an example of workflow for uploaded files.

Retention Requirement

Stage Order Description
Retention - NR 1 File has no requirement for retention.
Retention - 3mths 2 File must be retained for three months.
Retention - 1yr 3 File must be retained for one year.
Retention - 2yrs 4 File must be retained for two years.
Retention - 3yrs 5 File must be retained for three years.