Managing Job Templates (Beta)

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Job Templates ensure that jobs are always created with a consistent format across the practice, and save time by removing the need to manually configure the fields each time a user creates a new job.

For each template, the user can configure the Invoice Layout and Description, Custom Fields, and the Chart of Accounts information when costs are synchronised to Xero. 

Job Templates can only be managed in FYI by practices on the Elite plan with FYI set as the Practice Manager source. Refer to Practice Management Sync. An FYI Admin or a user in a User Group with permissions enabled for Templates can create Job Templates.

Note: If integrated with Xero Practice Manager, Job Templates are managed in XPM, not FYI. XPM Job Templates will not be displayed in this list. Refer to the Job Templates section of Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

Displaying the Job Templates List

  1. In FYI, click Settings in the top right-hand corner.
  2. Select Practice Settings and then select Jobs.
  3. Click the Templates tab.

The list of Job Templates display.

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Creating a Job Template

  1. From the Job Templates list, click the +Add button to open the Create Job Template drawer.

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  2. Enter the Name. This identifies the Job Template internally and should clearly identify when the Template should be used.

  3. Enter a Job Name. When a Job is created this will be used to create the Job Name, although you'll be able to overwrite the name if needed.
    Note: Merge Fields cannot be used with this field.

  4. Select an Invoice Layout of either Summary or Detailed.
    Note: For more information on Layouts refer to (link).

  5. Enter an Invoice Description. This will be used by default when creating a new invoice but can be overwritten if required.

  6. Enter a Job Reference if preferred, otherwise, this field can be left blank. You can select a Custom Field here which has been set up with the type 'Job'.

  7. Select the relevant Xero Organisation from the drop-down. This is a mandatory field.

  8. Select the required account for the Chart of accounts. Costs for jobs will be synchronised to this account.

  9. Select the Xero Invoice Theme.

  10. Select the required field from the Set Custom Field dropdown to include a Custom Field. The Custom Field will be displayed for you to select the relevant value, or you can click the X icon to remove the field.

  11. Click Create.

Editing a Job Template

From the Job Templates list, click on a template to open the Update Job Template drawer.

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Update the fields as required and click Save. Changes will only apply to new Jobs created using the Template.

Adding Additional Columns to the Job Templates List

In the Job Templates list, you can modify which columns are displayed, making it easy to manage your Job Templates. 

Click the Columns tab on the left to select or unselect columns accordingly.

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Archiving Job Templates

Job Templates can be archived once they are no longer required. Archived Job Templates will be hidden from view, and unavailable to select from when creating a job manually or through an automation process.

To archive a Job Template:

  1. From the Job Templates list, select the relevant template or click the checkboxes to select multiple Templates.

  2. Click the Archive button in the toolbar.

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  3. The Archive Job Template confirmation message will be displayed.
  4. Click Yes.
    Note: If the Job Template is currently in use in an Automation Process, a message displays as information with the Automations in which is it used and cannot be archived.

    Click a link in the message to display that custom process to allow you to update the Job Template in the custom process if required.
  5. If the Job Template is not used in an Automation Process, it will be archived.

Deleting Job Templates

To delete a Job Template:

  1. From the Job Templates list, click on a Job Template row, or click the boxes to select multiple Templates.

  2. Click the Delete button in the toolbar.

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  3. The Delete Job Template confirmation message will be displayed.

  4. Click Yes.
    Note: If the Job Template is currently in use in an Automation Process, a message displays as information with the Automations in which is it used and cannot be deleted.

    Click a link in the message to display that custom process to allow you to update the Job Template in the custom process if required.

  5. If the Job Template is not used in an Automation Process, it will be deleted.

Assigning a Job Template to a Job

When creating a Job, you will be able to select a Template to automatically populate the fields in the job drawer. Refer to Create a Standard Job (Beta).

For existing Jobs, you can select a Template from the Job Summary tab by editing the Job Details. Refer to Job Summary (Beta).

Viewing Job Templates on the Jobs List

The "Template" column can be easily added to the Jobs List for sorting and filtering jobs by template. Refer to Adding, Removing and Moving Columns in the Jobs Lists.

 

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