Account Owners, Organisation Administrators and Workflow Managers can create account groups for the use in workflow rules. Such groups can be edited or deleted, and applied across all workflows in the Organisation to ensure consistency and simplify management.
This feature is available for Xero-connected Organisations under the Advanced, Premium and Partner plans as well as in trials.
Create an account group
In the main menu, go to your Organisation and click on Approval workflows under Workflows and settings:
Open the respective workflow:
Please note: Account groups created under one workflow can also be used across all other workflows in this Organisation. However, they cannot be copied between Organisations.
Click on the Group of values icon in the workflow:
Then click on ADD NEW GROUP:
In the pop-up, select “Account” as the field type. Name your group and click on CREATE:
In the next window, activate the checkboxes for the Account Codes you want to include in this group. Click on the > icon to add them to the selected values values on the right and save your setting:
Optionally, leave a comment. Then click on CONFIRM:
On the Group of values page, you’ll find a list with all existing groups.
The following details are displayed for each group:
Name
Values
Status
Last modified on
Modified by
Workflows in use
The available actions are listed in the three-dot menu:
Delete/archive an account group
As long as a group is not being used in any workflow, Account Owners, Organisation Administrators and Workflow Managers can delete or archive them.
To delete an account group:
Simply click on the Group of values icon in the workflow:
Click the three-dot menu and select Delete:
Confirm the deletion by selecting YES:
To archive an account group:
Again, click on the Group of values icon in the workflow.
Click the three-dot menu and select Archive:
The account groups status will then show as archived. You can always reactivate or delete the group by clicking the three-dot menu:
Update an account group
Account Owners, Organisation Administrators and Workflow Managers can also add / remove values or rename groups:
To update an account group:
Click on the Group of values icon in the workflow.
Click the three-dot menu and select Edit:
Apply your changes and click SAVE:
Add an optional comment and click CONFIRM:
Updating an account group creates a new version, which is available in the version history:
The workflows that use it are also updated automatically. This creates a new workflow version with an auto-generated comment:
Apply an account group to a workflow
Account Owners, Organisation Administrators and Workflow Managers can use existing groups in any relevant workflow
Either in the Requester matrix to apply them to Requesters:
Or in an Approval matrix to apply them to Approvers:
For a quick overview of how to create Account Groups, check out the video below: