When to use this workflow
Use this workflow when an accountant needs a workpaper task to recur during month close and each occurrence should start from an existing Workpaper Agent workbook.
You can set up the scheduled agent directly from Checklist. After the schedule is saved, Workpaper Agent triggers the workbook at the configured date, time, frequency, and timezone on a recurring basis.
What the schedule creates
Creating the recurring workpaper task creates two connected records:
- a Checklist task for the selected close period, where accountants track ownership, due date, attachments, comments, and review work
- a scheduled Workpaper Agent run, where the workbook is created, rolled forward, and processed on the configured recurring cadence
After the schedule is saved, the system automatically adds each recurring task on the configured frequency. For monthly schedules, future month-end occurrences continue to follow the saved schedule until the scheduled agent is archived.
How accountants should use the checklist task
Preparers should use the checklist task as their action queue. Open the task, review the description, upload the input files requested by the scheduled workpaper, and use Open Workbook when they need to inspect or continue the workbook.
Reviewers should use the same task to confirm ownership, timing, comments, and the linked workbook status before approving or requesting changes. When the scheduled run is within the next three calendar days, preparers may receive an email reminder with a View Task button if input files are still missing, subject to notification settings.
What to verify before saving
Before creating the schedule, confirm the task name, roll-forward source workpaper, recurring frequency, first run date and time, timezone, close period, preparers, and reviewers. Those values determine when Workpaper Agent runs and where the linked Checklist task appears.
What status means
Checklist task status shows the close task's progress for the accountant:
- Not Started means no one has started the checklist task yet.
- In Progress means the task is being worked on or has moved into the linked workpaper flow.
- Completed means the checklist task is done for that close period.
The linked workbook has its own Workpaper Agent status. Scheduled means the workbook is waiting for its configured run date and time. In Progress means Workpaper Agent is working. Input Needed means Workpaper Agent needs an attachment or response before it can continue. Later statuses, such as Ready for Review, Reviewed, Ready to Post, Posted, or Completed, show where the workbook is in the review and posting process.
For scheduled Workpaper Agent tasks, the workbook status is updated by Workpaper Agent as the workbook moves to the corresponding step. Accountants should watch that status in the task activity and in Workpaper Agent instead of manually guessing where the workbook is in the process.
Delete vs archive
Deleting a Checklist task does not pause, archive, or remove the scheduled agent, so the schedule can still create the next month-end occurrence. If the linked workpaper has not run yet, deleting the Checklist task also removes that linked workpaper. Workpapers that have already run remain available.
Use Archive from Workpaper Agent > Schedules when the recurring scheduled agent should fully stop creating future month-end work.
What happens next
After the schedule is created, Truewind adds the linked checklist task and shows the linked workbook under Activity with Scheduled status. When the configured run date and time arrives, Workpaper Agent starts the workbook. If required input files are missing, the workbook moves to Input Needed; after the accountant provides the missing input, Workpaper Agent can continue and update the workbook to the next status.
You can manage the scheduled agent from Workpaper Agent > Schedules by editing the schedule or archiving it when the recurring work is no longer needed.