Jobs are displayed in a List format, featuring columns and rows containing important job information such as Client Name, Job Name, Job State and important job milestones. Users can efficiently review and maintain jobs using various functions in Jobs lists.
Accessing the Jobs List
The Jobs List is displayed as default from the following workspaces:
- Jobs List
- Client - Jobs
- Home - My Jobs
If a user has chosen to display the Jobs Board, users can re-display the Jobs list by clicking the List button in the top right-hand corner.
When navigating between the Job features in Jobs List, Client - Jobs and Home - My Jobs, and after logging out, your choice of the Board or List view is automatically retained.
Jobs List Layout
The Jobs List initially displays the "Open" view, displaying all Open jobs. Job information is organised into columns and rows, similar to an Excel spreadsheet, to facilitate easy viewing and management of job details.
Jobs List Functions
Toolbar
The toolbar contains a variety of functions to allow users to easily view and manage jobs.
Tip: Right-click on individual jobs to view the Toolbar as a pop-up menu.
| Function | Details |
| Select all button |
Used to bulk-select jobs in the list. Click the square icon next to the 'View selector'. Once clicked, up to 50 jobs will be selected by default and will be highlighted with a green tick. |
| View selector |
Displays the list of Job Views available in the list. Default views appear at the top of the View selector with a divider, followed by saved views. You will only be able to select existing Views. New Job Views must be created from the Jobs List. |
| Search jobs |
Used to filter Jobs. Type in the search terms and press Enter to filter jobs. The fields will be updated to display the matching results. |
| Bulk Update |
Allows users to apply updates to multiple Jobs at a time, for example, to change the Partner or update the Start Date. Select one or more jobs in the list to display the Jobs Bulk Update function. |
| Job Link |
Copies a link to the selected job to your clipboard and can be pasted outside of FYI, or used in Comments to other internal users. Select one job in the list to display the Job Link function. When a user is directed to a job via a Job Link, this opens the Jobs lists with the relevant job selected and the Job Drawer open. |
| Cancel |
Deselects the jobs selected in the list. |
| Refresh button |
Refreshes the Jobs list to show updated information. Not displayed when a Job has been selected in the list. |
| View tools |
Allows users to reset the view to the default settings, or export the Jobs to a CSV or Excel file. Note: The "Save View" option is only available in the Jobs List. |
| Run Automation |
Allows users to manually run automation processes for a maximum of 50 jobs. The Run Automation button displays for users assigned to a User Group with the Run Automations from List permission enabled. |
| Open |
Opens the Job Workspace in FYI. Select one job in the list to display the Open Job function. |
| Open in PM |
Practices integrated with Xero Practice Manager |
| Unhide Inactive Jobs |
By default, the Jobs list will hide any jobs that are 'inactive'. Click Unhide the active jobs eye icon, to show inactive jobs in the list. |
| Hide inactive jobs |
Click Hide the inactive jobs eye icon, to hide inactive jobs. |
Columns
Columns can be added to the Jobs list to display additional information specific to the practice. Relevant columns have functions that can enhance the job information displayed.
The following functions are available to columns in the List view.
| Function | Details |
|
List icon |
Hover over the column heading and click the List icon. The following options will become available:
Note: Autosizing and pinned columns will reset to default settings upon leaving the list or changing views, unless the view is saved with the changes made. |
| Filter icon |
The Filter icon is displayed as a funnel with three horizontal lines. Click the icon to filter the options as required, or click Reset to return to the default settings. When a column has been filtered, the Filter icon will be displayed in green. Note: If the icon is not displayed, that column cannot be filtered. |
| Column Order | Drag and drop the column heading to change the order in which columns are displayed within that list. |
| Column Width | Drag the edge of the column heading to increase or decrease the width of the column. Tip: Double-click the edge of the column to automatically resize the width to fit all contents. |
| Adding Columns |
Click the Columns tab on the left-hand side. Columns that are saved in the current view are displayed in alphabetical order. Search and tick additional columns in the list to add the Column to the view. Tip: You can search for columns at the top of the Columns tab. |
| Removing Columns |
To remove a column from the list:
|
Jobs List
The Jobs list contains various functions that allow users to easily display and manage their jobs in a list view.
The following functions are available when jobs are displayed in the List view.
| Function | Details |
| Columns Tab |
Displayed on the left-hand side of the list. Click the Columns tab to expand the tab. Columns that are saved in the current view are displayed in alphabetical order and with a Green tick. Additional columns that can be included in the list are displayed as unchecked. Tip: The width of this section can be dragged left or right. |
| Filter Tab |
Displayed on the left-hand side of the list. Click the Filter tab to expand the tab. Click and expand the column you want to apply the filter to. The filter icon displays next to any columns that currently have a filter. |
| Job Icons |
The Jobs List will display various icons on the right to allow users to easily identify additional information about each job. The following icons may be displayed:
|
|
Board Icon |
Click the Board icon in the top right-hand corner, to display the jobs in a kanban board. |
| Job State Column | When the Job State column is added to the Jobs list, the State will be colour coded based on your practice settings. |
| Billing Job Column |
The Billing Job column can be added to the Jobs List to show the associated Billing Job for each Workflow Job. Note: For practices on the Pro Plan, this column is only available where integrated with XPM and Workflow Jobs are enabled. |
| Job Partner/Manager | The Job Partner or Job Manager column can be added to the Jobs List to show the specific users assigned to the job. |
| Primary Jobs | The Primary column can be added to the Jobs List to show the primary jobs for the client. Filter the column by True to display only Primary Jobs. |
| Financial Details |
Pro Plan Elite Plan |
| Name (Multi) Column |
The Name (Multi) column can be added to the Jobs List to filter unique Job Names. Note: Filtering this column is case-sensitive and requires an exact match. |
| Opening Workspaces |
You can open the following workspaces from the Jobs List:
|
| Display the Job Drawer | Click in the list anywhere other than the Job Name, Client Group or Client to display the Job Drawer. |
| Row Groups | Certain columns can be grouped to manage the Jobs List. To learn more refer to Grouping Jobs Lists. |
| Values |
Values can be added to the Jobs list to include calculations for any numeric columns in the list. Refer to the Displaying Calculations section of Grouping Jobs Lists. |
Sorting and Filtering Job Lists
Jobs list can be sorted and filtered to specific information in the list. Refer to Sorting and Filter Jobs Lists for detailed information.
Updating, Saving and Exporting Job Lists
Saving Changes to a View
A user with Views permissions can save changes to the layout of the Jobs list as a View.
To save a view from the Jobs list:
- Click the View Tools button, on the right-hand side of the list
Note: The View Tools are not available if a Job is selected in the list. - Select Save view.
When saving a Jobs list:
- The Hide/Unhide the inactive jobs setting is also saved
- Any filters that have been applied are saved
- If any Search text has been entered, it will not be retained in the saved view.
For more information on saving views, refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting a List
The Jobs list can be exported to either a .csv file or an Excel file.
To export a view from the Jobs list:
- Click the View Tools button, on the right-hand side of the list
Note: The View Tools are not available if a Job is selected in the list. - Select one of the following options:
- CSV Export: to export the current Jobs in the list to .csv file
-
Excel Report: to create a Spreadsheet document in FYI. Once created the exported list can be opened.
When exporting a Jobs list to an Excel Report:
- Columns containing Time values are exported as a decimal value, to allow for calculations to be performed within Excel. For example, 1:30 is exported as 1.5.
- There is a known issue when the exported Jobs list is opened as a spreadsheet, that the first column is blank causing all data to shift one column over.
Refer to Exporting Lists for more information.
Job Sync
To sync Jobs manually (eg after adding or updating a Job in your Practice Management Software), use the Sync option. This updates only the Jobs list and can be performed by any user.
- Click the View Tools button, on the right-hand side of the list
Note: The View Tools are not available if a Job is selected in the list. - Select Sync.
When you have requested a Sync:
- A message will confirm that the sync is in progress. The Sync button will be temporarily disabled until the Sync has completed.
- Refresh the Jobs list to confirm the sync has complete.
- The sync will be logged in Practice Activity.