Custom process: Track the date a job state changes

Use this custom process to automatically record the date a Job State changes in FYI. The supplied process tracks when a job moves to the Planned state and is scheduled to run on the first day of each month.

You can use the recorded dates in a Jobs list View to see when Job States changed and export the list to a CSV file if required.

The supplied process uses a Planned Date custom field to record the date a job moves to the Planned state. To track additional Job States, create a Date Custom Field and View for each state, then copy the process and update the Job State, View and Custom Field as required.

The FYI team has created this custom process so you can import and customise it for your practice.

Overview

The supplied process provides an example for tracking the Planned Job State. The import includes the supporting Planned Date Custom Field and Job State - Planned View. After importing and reviewing the process, you can extend the setup to track additional Job States.

What's included

The supplied process is scheduled to run on the first day of each month.

When you import the process, the following items are included:

Custom Fields

The following Custom Field is used by the supplied process:

*You can map this field to other Job State tracking Custom Fields.

Custom Views

The following View is used by the supplied process:

Job States

The following Job State is used by the supplied process:

Create Custom Fields for additional Job States

To track additional Job States, create a Date Custom Field for each state you want to record.

The custom process can update these dates automatically when a job matches the View configured for that Job State.

For each additional Custom Field:

• Enter an appropriate Name, for example, In Progress Date, that clearly identifies the Job State being tracked.
• For Applies to, select Job. You can also enable the field for Client if required.
• For Type, select Date.

Follow the steps for creating Custom Fields.

Create Views for additional Job States

Create a View for each additional Job State you want the process to track. When the process runs, jobs that match the selected View can be updated with the corresponding Job State date.

Use Sorting and Filtering Lists and Saving Changes to the View Layout, Modifying and Deleting Views if you need more information about configuring and saving Views.

1. Open Jobs.
    
2. Select the Filters tab and filter by the Job State you want to track, for example, Planned.
    
3. The Jobs list refreshes to show only jobs that match that criterion.
   
4. Use the Columns tab to add or remove columns as required, including the Date Custom Field for the Job State.
    
5. Use View Tools to save the View.
   
6. When saving the View, select Automations. You can clear List if the View is only required by the process.
   
7. Repeat these steps for each additional Job State you want to track, for example, First Review or Completed.

Create a Jobs list with Job State dates

Create a View in the Jobs list to display the dates recorded for each Job State. You can also export this View to a CSV file if required.

Use Sorting and Filtering Lists and Saving Changes to the View Layout, Modifying and Deleting Views if you need more information about configuring the View.

1. Add a Column for each Job State Date Custom Field you want to display.
    
2. To display only jobs where a date has been recorded, create a Filter for the first Job State Date field, for example, Planned Date. Use the Relative filter and select Is Known. Jobs without a Planned Date are excluded from the View.
   
3. Use View Tools to export the View to a CSV file if required.
   

Import the custom 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.

After downloading the file, follow the steps for importing a custom process.

What's next

1. Review the imported process and confirm that the Custom Fields and Views are mapped correctly. Follow Review and Test Custom Processes to review the configuration.
2. Review the Process Controls and Process Steps. Comments added to steps that require action are displayed in blue.
3. To track another Job State, copy the process and update the Job State, View and corresponding Date Custom Field.
4. Test the process. When you're ready to use it, set its Status to Active.

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