> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/proposals/faqs/jobs-and-workflows.md).
# Jobs and workflows
## How does a service on a proposal turn into a job?
Each service is linked to a **workflow template**. When the client accepts, Rubica creates a job from that template for each service, so nobody has to set the work up by hand.
To see which workflow a service uses, open the **···** menu on the service and choose **Workflows**. **Create Now** creates the job straight away, before acceptance, if you need to start early.
## Do we need a separate workflow template for every service?
No. Many services can share **one** workflow template and still behave differently. The link between a service and its template is a **service mapping**, and each mapping has its own settings:
* **Assigned Account Team Role**: who owns the new job, matched against the household's account team. For example, an SMSF job can go to your SMSF accountant, a tax return job to the client's accountant, and corporate secretarial work to your company secretary, all on the same template.
* **Fallback Account Team Role**: used if nobody on the household's team holds the assigned role.
* **Creation Stage**: which stage the job starts at. For example, one service can skip prework and start straight at *Doing*.
* **Create On**: when the job is created, for example when the proposal is accepted, a number of days after acceptance or after the service start date, or on a recurring cycle.
* **Opportunity Types**: limits the mapping to certain kinds of opportunity.
If neither role is held on the household's team, the template's own stage roles decide, then the opportunity owner.
Admins manage mappings in **Home → Settings → Workflow Templates →** pick a template **→ Service Mappings**. The list shows each service, when its job is created and who it goes to.
One template, many services. The purple tag shows the role a service's jobs go to.
Click the pencil on a row to change that service's settings:
See also [Service Mappings and Automation Triggers](/workflow-automation/service-mappings-and-automation-triggers.md).
## When would we use a different template instead?
When the **stages themselves** differ, for example when an SMSF audit has steps a tax return doesn't. Build a template for that kind of work and map those services to it. See [How to Build a Workflow Template](/workflow/how-to-build-a-workflow-template.md).
## How do services that are due every period, like BAS or IAS, get a job each time?
Set the service's mapping to **Create On: Recurring**. Instead of one job on acceptance, Rubica raises a new job each period, on the **1st of the month**. Each recurring mapping has a cadence (monthly, quarterly, half-yearly or annual) and is set to raise the job either after the period ends (as for BAS) or at the start of it (as for meetings).
The service card on the proposal shows when the next job is coming:
The green line shows how often the job recurs and when the next one is raised.
## All our jobs arrived at once when proposals were accepted. Can we push some back?
Yes. On the jobs list, select the jobs and use **Schedule** to set the month they should start. See [Accounting Workflow (Jobs & Tasks)](/proposals/accounting-workflow-jobs-and-tasks.md#scheduling-jobs).
