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Job rollover can be automated using a custom process to create the next job in a recurring cycle. Choose the approach that best matches when and how your practice needs to create the next job.
Before setting up job rollover, review your existing job processes and determine whether jobs should roll over annually, when the current job is completed, or as part of an existing custom process.
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.
Choose a job rollover option
Review your existing job processes and choose the option that matches when you want the next job to be created.
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.
Use this option to roll over jobs manually once per year, for example at the start of the financial year. Watch from the start of the video to see this approach. -
Import the standalone custom process to run throughout the year.
Use this option to automatically create the next job based on the Job State of the existing job, for example when the current job is completed. Watch from 10:28 to see this approach. -
Create extra steps within existing custom processes.
Use this option to add job rollover directly to an existing custom process. The process can create the next job using details from the current job when the current year's job is completed. Watch from 19:14 to see this approach. -
Add the Execute Process step into your existing custom processes.
Use this option when multiple existing custom processes need to run the same central job rollover process. This lets you maintain the rollover configuration in one process and call it from other processes using Execute Process. Watch from the start of the video to 10:28, then from 20:17 to see this approach.
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.
Job rollover process options
Review each of the job rollover options available below:
Option 1: Import Job Rollover from Last Financial Year process
Use this option to run job rollover manually once per year, for example at the start of the financial year.
The FYI team has created this custom process so you can import it into your practice.
What's included
The process is configured to run manually from the Workspace, list or Process Step.
Note: You can instead configure the process to run annually on a schedule, for example from 1 July.
When you import this process, 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 |
Option 2: Import Job Rollover for Completed Jobs process
Use this option to automatically trigger job rollover based on the Job State of an existing job. For example, when a job is completed, the process can create a new job for the next cycle.
The FYI team has created this custom process so you can import it into your practice.
What's included
The process is configured to run on a daily schedule.
When you import this process, 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 |
Option 3: Add job rollover steps to existing custom processes
Use this option to add job rollover steps directly to an existing custom process for jobs in FYI.
Add the step to create the job
- Click Add Step and select Create Job. The fields displayed depend on your FYI plan. Review the available fields when creating or updating Jobs.
- Select the Job Template. In this example, select "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. Review how to use 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 and confirm that the details are correct.
- Click Add Step and select Create Task.
- Enter "Review next period job" in the Subject field.
- Select the Assignee responsible for the review.
- Set a Due date for the task.
- Click Save.
- Test and review the custom process using Review and Test Custom Processes.
-
Test and review the Custom Process.
Refer to Review and Test Custom Processes.
Option 4: Add Execute Process to existing custom processes
Use this option when multiple existing custom processes need to run the same job rollover process. Import the process from option 1, then add it to your existing processes using Execute Process. This lets you maintain the rollover configuration in one process rather than separately in each parent process.
Note: Review the filter for the job rollover process and update it if required.
Add the Execute Process step
Add this step to the end of each parent custom process that should trigger job rollover, for example the "Year End Compliance Job - Start to Finish" process. Select the imported job rollover process as the process to execute.
Test and activate the job rollover process before adding it as an Execute Process step.
- Click Add Step and select Execute Process.
- Select the Job Rollover Process.
- Select Current Job.
- Click Save.
Import a custom process
When you import one or more processes, the Automation Import Wizard lets you map imported fields and components to your practice's configuration or use the defaults included with the process.
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
After downloading the file, follow the steps for importing a custom process.
What's next
- Review the imported process, Templates and Views. Use Review and Test Custom Processes to confirm the configuration.
- Open any imported Templates in the Knowledge workspace and personalise them as required. When your review and customisations are complete, set the Template Status to Active.
- Review and update the Process Controls and Process Steps. Comments added to steps that require action are displayed in blue.
- Test the process. When you're ready to use it, set the process Status to Active.