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This article explains how to check whether a specific workflow exists in a client file, using the Workflow presence filter in the Insights module. The filter runs across your whole portfolio, so you can see in one overview which client files have the workflow, which have archived it, and which never had it.

Table of contents 

Key information

  • Insights only searches client files you have access to, so two users can see different results for the same filter.
  • The Workflow presence filter checks one workflow at a time. To check several workflows, add the filter once for each of them.
  • The results column distinguishes between an active workflow, an archived workflow and a workflow that is not in the client file at all.
  • An archived workflow still counts as present. It is included when you filter on is present and excluded when you filter on is not present.
  • A workflow that was never added to the client file, or that was removed permanently, counts as not present.
  • For an overview of all the filters available in Insights, see How to set up filters in Insights?

How do I check whether a workflow exists in a client file?

To check whether a workflow exists in your client files, follow these steps:

  1. Click Insights in the left panel, under Firm overview.
  2. Open the query you want to work from. Note: the All clients query shows every client file you have access to.
  3. Click Add filter.
  4. Under Configuration, select Workflow presence.
  5. In the first drop-down, select the workflow you want to check. The list shows all the workflows set up at firm level.
  6. In the second drop-down, choose what the results should show: Show all, is present or is not present.
  7. Under Column name, enter the name you want for the results column.
  8. Click Apply.

What do the results show?

Silverfin adds a column to the overview. The column header shows the name you entered, with the name of the selected workflow underneath it. Each client file gets one of three results:

  • Yes: the workflow is in the client file and active.
  • Archived: the workflow is in the client file, but it has been archived.
  • No: the workflow is not in the client file. Either it was never added, or it was removed permanently.

Depending on how many client files you have access to, the results can take a few moments to load.

How do I find client files where a workflow is missing?

Set the second drop-down to is not present. Insights then lists only the client files that do not have the selected workflow, which is a quick way to spot files where the workflow still needs to be added. Client files with an archived version of the workflow are not included in this list, because an archived workflow still counts as present.

Choose is present for the opposite view, which lists the client files where the workflow is active as well as those where it is archived. Choose Show all to keep every client file in the list with its own result in the column.

Can I save this check as a query?

Yes. Once you apply the filter, Unsaved changes appears at the top of the overview.

  1. Click Save.
  2. Choose Save as query to keep the check for later, or Discard changes to remove the filter again.

For more on creating queries, setting their visibility and the other actions available in the module, see How to use Insights module in Silverfin?