Job Rollover Process

This automation is designed to automatically complete your Job rollover using Custom Processes. 

There are three 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 is no import file for this process.

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 XPM Tasks and any other 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 three options to consider when setting up a custom process for job rollover:

1. Create a standalone custom process based on specific parameters.
   This will allow the job rollover process to be triggered automatically based on the Job State of the existing jobs. The process can also be run manually on a particular date, for example, at the start of the financial year. 
2. 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.
3. 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.

Option 1: Create a Standalone Job Rollover Custom Process

In this option, the job rollover process is created as a Custom Process following the steps below. The process is based on a specific view. You can opt to have this process as scheduled or manual, depending on your rollover process and filters in FYI. 

Create a View or Determine the View to use

To run the Job Rollover, a view needs to be created that will be used in the Custom Process. For example, for an Annual Compliance rollover process, a view could be created for all jobs in a specific job state and with specific job names. Example as follows:

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

1. Include the State column in the view.
2. Filter the State column to include all "Invoicing" or similar Job States.
3. Filter on the Name(multi) column and select all relevant "Annual Compliance" job names. This will search Job Names and only include jobs that match the search criteria. 
   Note: Jobs must have the same naming convention to be picked up by this view, therefore we strongly recommend the use of Job Templates to ensure your Job names are consistent.
4. Save the view, for this example as "Job Rollover".
   If you required, you could untick Available For - Lists to make the view available for Automations only (the view will not included in the available views for standard users).
   
   
   

Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
   
2. Add the Name of the Process, in this example, this is "Job Rollover".
3. If required, add any additional description of the Process in the Description.
4. The Custom Process can use the Trigger of "Manual" or "Scheduled". This will depend on your rollover process and filters.
   For example, if job rollover occurs on a particular date, such as the start of the financial year, or as part of a particular state, as part of the billing or invoicing process, then you can set the Trigger to "Scheduled".
5. The Filter Type is set as "Job - View Filters" to filter jobs based on the pre-defined, saved Job view. In this example, the view is selected as the "Job Rollover" view.
6. Ensure Run Only Once Per Job is selected for the automation to run once per job.
   
   
   
   The following is an example of the Custom Process set up to run on a Scheduled basis.
   
   

Add the Step to Create the Job

1. Click Add Step and select Create Job.
2. Select the Job Template, in this example "Annual Compliance".
3. 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.
4. Select the State as "Planned" or similar, to help with planning.
   
   
5. Click Save.

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.

1. Click Add Step and Select Create Task.
2. Add the Subject as "Review next period job". 
3. Select the Assignee as the person responsible for the review.
4. Set a Due date for the completion of the task.
5. Click Save.
   
   
6. Test and review the Custom Process.
   Refer to Testing, Activating and Reviewing Custom Processes.

Option 2: Add Job Rollover Steps to Existing Custom Processes

In this option, you need to have an existing Custom Process for jobs created and add two extra steps to the end of each process. 

Add the Step to Create the Job

1. Click Add Step and select Create Job.
2. Select the Job Template, in this example "Annual Compliance".
3. 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.
4. Select the State as "Planned" or similar, to help with planning.
   
   
5. Click Save.

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.

1. 1. Click Add Step and Select Create Task.
   2. Add the Subject as "Review next period job". 
   3. Select the Assignee as the person responsible for the review.
   4. Set a Due date for the completion of the task.
   5. Click Save.
   6. Test the Custom Process.
      
      
   7. Test and review the Custom Process.
      Refer to Testing, Activating and Reviewing Custom Processes.

Option 3: Add Job Rollover Steps to Existing Custom Processes using Execute Process Step

In this option, you need to have an existing Custom Process for jobs created, and from here create an additional Custom Process that will be triggered from your parent processes using the Execute Step.

Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
   
2. Add the Name of the Process, in this example, this is "Job Rollover".
3. If required, add a description of the Process in the Description.
4. This process will be triggered as part of your main Job Process, for example, "Annual Compliance". Therefore the Trigger is set to "Manual" as it will be added as an Execute Process step to your relevant parent Custom Processes.
5. The Filter Type is set as "Job - View Filters" and the "All" jobs view. As you are triggering this process from parent Custom Processes, the filters from the parent process are applied to this Custom Process. Therefore the "All" view is required in this instance.
6. Ensure Run Only Once Per Job is selected for the automation to run once per job.
   
   
   The following is an example of the Custom Process set up to run as the Execute Process step.
   
   

Add the Step to Create the Job

1. Click Add Step and select Create Job.
2. Select the Job Template, in this example "Annual Compliance".
3. 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.
4. Select the State as "Not Started" or similar, to help with planning.
   
   
5. Click Save.

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.

1. Click Add Step and Select Create Task.
2. Add the Subject as "Review next period job". 
3. Select the Assignee as the person responsible for the review.
4. Set a Due date for the completion of the task.
5. Click Save.
6. Test the Custom Process.
   
   

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.

1. Click Add Step and select Execute Process.
2. Select the Job Rollover Process
3. Select Current Job.
4. Click Save.
   
   

Testing, Activating and Reviewing Custom Processes

When setting up Custom Processes, it is very important to test and ensure they are working as expected, and to review the process to ensure the steps are running successfully. 

Testing a Custom Process

You can test a Custom Process directly from the Process itself and this can be done while the process is still in "Draft".

1. Click Test.
2. The Select Test pop-up displays a list of the Jobs and the associated Clients based on the Filter that has been set up in the Process.
   Note: A test client is handy for testing automations.
3. From the Select Test, search and select a specific client to run the test for.
4. Click Run Test.

Refer also to Testing Custom Processes.

Reviewing the Process History

When a Process has run (from a Test run or at any other time) you can review the status and check what was processed. The Process can be reviewed from the History tab of the Process itself, or from the Client workspace for the relevant client.

Refer to Automation History, Client Processes and Process History and Client Process History Checklist.

When you are ready, set the process Status to "Active".

Running Custom Processes

This is an example of a Scheduled Process. Once the Status is set as "Active", the Process will run automatically according to the schedule that is set. In this example, the process has been scheduled to run every four hours.

For details on the different ways to run a Custom Process, refer to Running Custom Processes.

This is an example of a Manual Process. Once the Status is set as "Active", the Process can be run from the Automation, or from the Client - Processes tab for the relevant client.
Refer to Running Custom Processes.