Using the Jobs Lists

This article is an overview of the Jobs Lists. This applies to the Jobs List and also, when displaying the Client - Jobs and the Home - My Jobs tabs.

The following is an example of the Jobs list. A count of the rows in the current list displays in the top right-hand corner.

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Note:  When scrolling through the Jobs in a list, depending on the number currently shown, there may be delays in loading the list if you scroll too far ahead. A message displays that the Jobs are "loading". It is recommended that you scroll at an appropriate speed to allow the list time to load.

Jobs Lists Views

At the top of the Jobs lists is a drop-down which shows the Views that can be selected for that list.

Where there are more than 10 Views for the list, the View drop-down displays with a scroll bar.

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The Jobs list is initially set to display "Open" which displays all open Jobs.

You can change the view by selecting from the View selector.

Click the down arrow next to the Jobs menu option from any list or workspace to select a View or one of the last 5 Jobs you have used. From the Quick Access, click a Job View or a Job to display it. Refer to Quick Access to Recently Used Jobs and Views.

Updating Information and Refreshing the Jobs List

The time that the Jobs list was Refreshed is displayed at the top.

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  • If you log out and log in again, the information will be reloaded and the Refreshed time is updated.
  • The list is automatically refreshed every hour.
  • You can also refresh the list yourself at any time to see the latest information, for example, to view Jobs created from automations.

If you make changes yourself using the drawer or the Job - Summary tab (such as to the State of a Job) the updates are displayed in the Jobs List immediately.

The following changes would require the list to be refreshed before the updates are displayed:

  • If another user makes changes
  • Changes made using Bulk Update 
  • If a new Job is added

You can refresh the information at any time by clicking Refresh.

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Scrolling the Columns Left and Right

Where a lot of columns are displayed in the selected view, you can use the scroll bar at the bottom to scroll the list left and right.

Using the Jobs Lists

You can use the column headings to sort that column and use the options to pin or auto-size columns.

From the column headings, you can also filter columns and include or exclude columns in the list. Refer to Sorting and Filtering Jobs Lists and Adding/Removing/Moving Columns in the Jobs Lists.

List Icon

Hover over a column heading and click the List icon.

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The drop-down can be used to change the Filters for the column, Auto-size columns, or change which Columns are included in the list.

Initially, this displays the Filters settings for that column. Refer to Selecting Filters from the Column Heading in Sorting and Filtering Jobs Lists.

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When clicking the List icon, the option that was last selected for any of the columns (that is, the Filters, Autosize Columns or Columns) is re-displayed.

To change the columns that are included in the list from the menu in any of the column headings, click the Columns option. Refer to Adding/Removing/Moving Columns in the Jobs Lists.

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Autosize Columns

Click the Autosize Columns icon to display the options to pin that column or to set Autosize.

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All or any columns can be set to Autosize This Column. This expands the column width(s) to automatically fit the contents.

You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.

Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.

Pin Column

One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.

When any columns are pinned, they display with a vertical line in the list.

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Dragging the Column Headings to Change the Column Width

You can drag the edge of the column heading to increase or decrease the column width.

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Using the Columns and Filters Tabs

On the left-hand side of the lists are the Columns and Filters tabs.

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Click on Columns or Filters to expand the tab and display the selections and options for each of these.

Click on Columns or Filters again to collapse the tabs.

In the Job - Documents tab, you can also use the Cabinet Explorer tab. Refer to Using the Cabinet Explorer.

Resetting the List

When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.

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Opening the Drawer or Workspace from the Jobs List

You can open the drawer for the Job, or the workspace for a Job or Client as follows:

  • Click the Job Name in the list to open the Job Workspace, or select the Job and click Open (refer to Opening a Job).
  • Click in the list anywhere other than the Job Name, Client Group or Client to display the Job Drawer (refer to Using the Job Drawer).
  • Click on the Client Name in the list to display the Client Workspace for that client (refer to Displaying Information for a Client).

State

The State displays the state of each Job, for example, In Progress, At Risk or Blocked. For practices integrated with Xero Practice Manager, this is the State held in Xero Practice Manager. The Job State can be updated for a Job in FYI.

The colour coding can be set for your practice using the Job States function in FYI. Refer to Job States.

Estimated, Actual and Variance and Budget

Estimated, Actual and Variance columns display time allocations.

For practices integrated with Xero Practice Manager, Estimated is imported from the XPM Tasks in Xero Practice Manager jobs. Actual is derived from the Time entries in FYI or Xero Practice Manager against those XPM Tasks. These are shown as times, in hours and minutes, for example, 01:30 for 1 hour and 30 minutes or 01:45 for 1 hour and 45 minutes.

Budget displays as a monetary amount in a currency format, for example, 1,200.00 or 200.00.

Unhide the Inactive Jobs

By default, the Jobs list will hide any jobs that are 'inactive'.

To show inactive jobs in the selection, click Unhide the inactive jobs. This shows jobs that have a State set in FYI with the Type set as "Completed", "Cancelled", "On Hold" or "Archived" (refer to Managing Job States). 

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To hide inactive jobs, click the Hide the inactive jobs button.

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Jobs are marked as being inactive using the State.

When you move out of the list, this is automatically set to the default settings of Hide Inactive enabled.

An FYI Admin can set up which of your custom Job States indicate an inactive job using the FYI Job States function. Refer to Job States.

Displaying Jobs as a Board or List

The Jobs List can be displayed as a Board or List. Click the Board button in the top right-hand corner. Refer to Using the Jobs Board.

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Selecting Board displays Jobs by State, with a total count of all jobs for each State, and a summary of each job within that State. Use the scroll bar at the bottom of the screen to scroll left and right.

Where selections have been made such as the View (Manager, Partner or a search criteria) these are carried over to the Jobs Board if this is selected.

When navigating between the Job features in Jobs, Clients - Jobs and Home - My Jobs, and when you logout, your choice of the Board or List view is automatically retained.

To re-display the workspace as a list, click the List button.

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Job Partner/Manager and Client Partner/Manager in Jobs Lists

To display the Jobs that specific users are responsible for include the columns and apply Filters for  Job Partner or Client Partner or for Job Manager or Client Manager.

  • Job Partner and Job Manager display the Partner/Manager assigned to a Job.
  • Client Partner and Client Manager to display the Partner/Manager assigned to a Client for the Job.

Primary Jobs in Jobs Lists

In the Jobs Lists, to show only the Primary Jobs, use the Filter for the column Primary and the Filter to "True".

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Selecting Jobs in a List

To select a single Job in the Jobs list, click the checkbox on the left-hand side.

To select multiple Jobs, click the checkboxes on the left-hand column of the list.

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You can also select consecutive Jobs in the list by pressing the Shift key on your keyboard and then clicking the first and the last.

Selecting Multiple Jobs in the List

You can also click the checkbox in the column heading to select multiple Jobs. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to use Bulk Update on certain Jobs.

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Clicking the checkbox in the column heading selects the first 50 Jobs that are displayed in the list. You can then use any relevant functions for the selected Jobs (such as Bulk Update, or functions that are relevant for the current list).

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If required, you can click on the checkbox next to any individual Jobs to de-select these.

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To cancel all the selections, click the checkbox in the column heading or click Cancel.

Select All

You can use the drop-down next to the checkbox in the column heading to select the option Select all.

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This selects all the Jobs currently displayed in the list. Up to 10,000 Jobs can be selected in this way. When Jobs have been selected in this way, you cannot then de-select individual Jobs so the selection is displayed as greyed out. You still have access to any relevant functions such as Bulk Update.

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To cancel all the selections, click the checkbox in the column heading or click Cancel.

Actions in the Toolbar

When one or more Job is selected in the list, the Bulk Update button displays in the toolbar.

Displaying the Toolbar as a Pop-up Menu

You can also display the tools as a pop-up menu. This is also useful if you have scrolled down and are working on something that is at the bottom of the list so the toolbar is not visible. Refer to Using the Document Action Toolbar.

To display the toolbar functions as a pop-up menu:

  • Right-click over a job in a list.
    or
  • When hovering over a job in a list, a vertical ellipsis icon displays next to the name. You can click this to access the tools from the pop-up menu in the same way as right-clicking over the item.

    858_Veritcal_Ellipsis.gif

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You can also copy a value from the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Job Name) to the clipboard. Right-click over the value and select Copy from the pop-up menu. Ctrl+c can also be used to copy a value.

The Open in new tab option is only available when right-clicking on either the Client Group, Client,  Name, or Name (Multi) links. Once clicked, the corresponding Client - Jobs Workspace will be opened in a new browser tab. 

Saving Changes to a View

Changes to the layout can be saved as a View.

  1. Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
    2263_New_Lists_Jobs_List_View_Tools.gif
    Note: The View Tools are not available if a Job is ticked to select it in the list.

  2. Select Save view.

Note: When saving a Jobs list, this will also save the setting for Hide/Unhide the inactive jobs
Any Filters that have been applied are saved
If any Search text has been entered in the Jobs List this is not retained in the saved View.

Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.

Exporting a List

You can export the current Jobs in the list to a .csv file or to an Excel file.

  1. If needed, select a View that shows all the Jobs you want to export.
  2. Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.

    2263_New_Lists_Jobs_List_View_Tools.gif
    Note: The View Tools are not available if any Jobs are selected and ticked in the list.

  3. Select CSV Export to export the current Jobs in the list to a .csv file (comma separated)
    or
    Select Excel Report to create a Spreadsheet document in FYI from which the exported list can be opened.

Columns containing Time values are exported as a decimal value, to allow for calculations to be performed in Excel. For example, 1:30 is exported as 1.5.  

Refer to Exporting Lists.

Sync

A manual sync can be performed if, for example, a job has been added or changed in your practice management software and needs to be available in FYI straight away. This can be done by any user from the Jobs list or from the Client - Jobs tab and this will only sync the Jobs.
Refer also to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing and Running a Manual Sync with GreatSoft and Additional Notes on Syncing.

The Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of the list.

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From the Jobs Board, click the Sync button.

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When you have requested a Sync from the Jobs list, the following message displays and the Sync function is temporarily disabled. Redisplay the Jobs list to check the Sync has finished.

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For practices integrated with Xero Practice Manager:

  • The synchronisation of Jobs from Xero Practice Manager with FYI runs automatically every 24 hours.
  • The Sync function is only available in the Client - Jobs tab if the option Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app.
  • If the Job Name, State, Budget, Manager, Partner, Start Date, Due Date or Job Custom Fields are changed for any jobs in FYI, this is synchronised with Xero Practice Manager within 15 minutes. Updates made to Jobs using Jobs Bulk Update in FYI are run with an Automation Process (refer to Jobs Bulk Update).
  • Custom Fields will be synchronised overnight, or can be updated earlier using the Sync function.
  • When a manual synchronisation is requested, an entry will be displayed in Practice Activity. Refer to Practice Activity.

Adding a Job

FYI Admins, or a user in a User Group that has Permissions enabled for Create Jobs, can add Jobs directly from FYI. They are added by clicking the + button and selecting Job from the list of document types. For practices integrated with Xero Practice Manager, Jobs added in FYI are synchronised to your Xero Practice Manager.

Refer to Create Job in FYI and to Managing User Groups.

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