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Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
These Custom Processes are designed to automatically complete your Job rollover.
There are different options to consider when setting up a custom process for Job Rollover. It is important to review any processes currently set up for Jobs first, to determine which option best suits your practice.
Note: The job rollover process will have different requirements for each practice. This article is intended to be a guide on how you can automate job rollovers with FYI. Due to the bespoke nature, there are two import files for you to choose from and manual processes you can create in your FYI.
When creating the new job, you will be able to apply the same details as the existing job. However, Custom Fields from an existing Workflow Job will not be carried over to the new Billing Job's Workflow Jobs.
Watch the tutorial and follow the steps below to get started with job rollover for your practice.
Review the Templates used in the Process
Ensure you have the correct Job Templates set up to automatically create the relevant details for your jobs.
Review Current Processes and Job Rollover Requirements
Review any current processes you have set up for your jobs. This will help you determine, in conjunction with your current job rollover process, which option best suits your practice.
There are four options to consider when setting up a custom process for job rollover:
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Import the standalone custom process to run once a year.
This will allow the job rollover process to run manually once per year, for example at the start of the financial year. Watch from the start of the video. -
Import the standalone custom process to run throughout the year.
This will allow the job rollover process to be triggered automatically based on the Job State of the existing jobs, for example when a job is completed a new job is created for the next cycle. Watch from 10:28. -
Create extra steps within existing custom processes.
This will allow you to create a new job using current job details and will create a new job on completion of the current year's job. Watch from 19:14. -
Add the Execute Process step into your existing custom processes.
This will have the same result as option 2, however, it will provide you with more control if used across multiple processes and forms part of invoicing. This means managing one process, rather than multiple. Watch from the start of the video to 10:28, then watch from 20:17.
Job Rollover Process Options
Review each of the job rollover options available below:
This option will allow the job rollover process to run manually once per year, for example at the start of the financial year.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
What's Included
This process will be set to run on Manually from either the Workspace, List or Process Step.
Note: you can set the process to run on a Schedule every 1 year starting from 1 July for example.
When importing this automation the following items are included:
Custom Fields
The following Custom Fields and their associated details are used for these processes:
| Name | Type | Applies To |
| Accountant | User | Client, Job |
Custom Views
The following Views and their associated details are used for these processes:
| Name | Type | Filters |
| Annual Compliance Due this FY - For Rollover | Job View |
Name = Contains, Annual Compliance State = Completed Due Date = Relative, This Financial Year |
As this view uses Name, State and Due Date filtering it is important to ensure these fields are kept up to date for the purpose of the process. You can update these fields to be more appropriate to your practice's use of standard and custom fields.
Job States
The following Job States and their associated details are used for these processes:
| Name | Type |
| Planned | Standard |
| Completed | Completed |
This option will allow the job rollover process to be triggered automatically based on the Job State of the existing jobs, for example when a job is completed a new job is created for the next cycle.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
What's Included
This process will be set to run on a daily Schedule.
When importing this automation the following items are included:
Custom Fields
The following Custom Fields and their associated details are used for these processes:
| Name | Type | Applies To |
| Accountant | User | Client, Job |
Custom Views
The following Views and their associated details are used for these processes:
| Name | Type | Filters |
| Annual Compliance Jobs Completed in Past | Job View |
Name = Contains, Annual Compliance State = Completed Due Date = Relative, Past |
As this view uses Name, State and Due Date filtering it is important to ensure these fields are kept up to date for the purpose of the process. You can update these fields to be more appropriate to your practice's use of standard and custom fields.
Job States
The following Job States and their associated details are used for these processes:
| Name | Type |
| Planned | Standard |
| Completed | Completed |
This option guides you through adding the job rollover steps to an existing Custom Process for jobs in your FYI platform.
Add the Step to Create the Job
- Click Add Step and select Create Job.
Note: The fields displayed depend on your FYI plan. Refer to Process Step Details - Creating and Updating Jobs for more information relevant to your plan. - Select the Job Template, in this example "Annual Compliance".
- Review the Dates, Assigned User, Manager, Partner and any Custom Fields as required. To roll over the same details as the current period's job, use Merge Fields to Trigger the relevant information from the current Job. Refer to Including Merge Fields in Automations.
- Select the State as "Planned" or similar, to help with planning.
The following is an example of a Create Job step for practices on the Pro plan. - Click Save.
Optional: Add the Step to Create a Task
This step creates a task for a specific user to review the new job created for the following period, to ensure the details are correct.
- Click Add Step and Select Create Task.
- Add the Subject as "Review next period job".
- Select the Assignee as the person responsible for the review.
- Set a Due date for the completion of the task.
- Click Save.
-
Test the Custom Process.
-
Test and review the Custom Process.
Refer to Testing, Activating and Reviewing Custom Processes.
This option guides you through adding the job rollover process as an execute step to an existing Custom Process for jobs in your FYI platform. For this option you can import the same process from option 1.
Note: ensure you review the filter for your process and update if required.
Add the Execute Process Step
This step is added to the end of your parent Custom Processes, for example, the "Year End Compliance Job - Start to Finish" Process. Create a new step for "Execute Process" and select your "Job Rollover" trigger process.
You will need to Test and Activate the Job Rollover Process before completing this step.
- Click Add Step and select Execute Process.
- Select the Job Rollover Process
- Select Current Job.
- Click Save.
Importing this Custom Automation
When importing process(es) the Automation Import wizard allows you to map imported fields and components, to match your practice's platform configuration or to use the defaults provided with the process as outlined above.
For the Job Rollover from Last Financial Year process click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
For the Job Rollover for Completed Jobs process click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes.
What's Next
Ensure you Review your Automation, Templates and Views.
Templates can be located in your Knowledge workspace, you can review and personalise any imported templates, ensure that you set the Template Status to active when you've finalised your review and customisations.
Review and update the Process Controls and Process Steps for your Automation. Specific comments have been added to the steps where action is required. These will display in blue.
After reviewing all items for your Automation, ensure you Test the Automation. When ready, set the Status of the Automation to Active.