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The Employees list enables practices to manage their employees, such as filtering active users or those who have completed particular Learn courses. The Employee List displays a list of all employees for your practice.
Accessing the Employee List
To access the Employee List, click the Practice menu and select the Employees tab.
Employee List Views
At the top of the Employees list is a drop-down used to select from the Views available for the list.
Employees are displayed in alphabetical order. If the user is assigned to a User Group with Employees - Access, they will only be able to view the employees where the user has been assigned as the Manager or Partner for those employees. Refer to Managing User Groups.
Where there are more than 10 Views for the list, the View selector displays with a scroll bar. You can change the view by selecting from the View selector.
Refreshing the Employees List
The time that the Employees list was refreshed is displayed at the top.
- If you log out and log in again, the information will be reloaded, and the Refreshed time is updated.
- The list is automatically refreshed every 3 hours.
- You can also refresh the list yourself at any time to see the latest information.
Using the Employee List Columns
You can use the column headings to sort, pin, or autosize columns. You can also filter the results and include or exclude columns in the list.
List Icon
The List icon is displayed as three vertical dots.
The options displayed are used to pin or Autosize columns.
Autosize Columns
All or any columns can be set to Autosize This Column. This sets the column width(s) to automatically fit the contents.
You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.
Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.
Pin Column
One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right, so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.
When any columns are pinned, they display with a vertical line in the list. In the image below, the Active column has been pinned to the right.
Filter Icon
The Filter icon is displayed as a funnel with three horizontal lines. If the icon is not displayed in the column heading, that column cannot be filtered.
When applying a Filter to the Name column, the Filter is always added with the qualifier of "Contains".
Some filters offer a range of options, for example, filtering by fixed or relative dates, exact or contain searches, or more.
The options are available when filtering both from the column heading and from the Filters sidebar.
Dragging the Column Headings to Change the Column Width
You can drag the edge of the column heading to increase or decrease the column width.
Using the Columns and Filters Tabs
On the left-hand side of the lists are the Columns and Filters tabs.
Click on Columns or Filters to expand the tab and display the selections and options for each of these.
Click on Columns or Filters again to collapse the tabs.
Resetting the List
When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.
Opening the Employee Workspace
From the Employees list, open the workspace for an Employee by clicking on the Employee Name in the list.
Displaying Inactive Employees
If inactive employees aren't already displayed (for example, if using the All Employees view), you can add the Active column to the list, then filter on the "No" status.
Employee Email
From the Employee list, you can click the Email link to open the Create Email drawer. The Employee email will be added directly, and the "Employees" cabinet will be selected automatically.
Employee Phone or Mobile Number
From the Employees list, you can click the Phone number or Mobile number link. If your computer has a phone registered on it, this automatically loads your phone application and makes the connection with the number added directly from the link. It also automatically creates a Phone Call record within FYI and automatically adds the phone or mobile number to the Create Phone drawer. The "Employees" cabinet will be selected automatically.
Selecting Employees in the List
To select a single employee in the list, click the checkbox on the left-hand side.
To select multiple employees, click the checkboxes on the left-hand column of the list.
You can also select consecutive employees in the list by pressing the Shift key on your keyboard and then clicking the first and the last.
You can also click the checkbox in the column heading to select multiple employees. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to use Bulk Update on certain employees.
Clicking the checkbox in the column heading selects the first 50 employees that are displayed in the list. You can then use any relevant functions for the selected employees (such as Bulk Update, or functions that are relevant for the current list).
If required, you can click on the checkbox next to any individual employees to deselect these.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
You can use the drop-down next to the checkbox in the column heading to select the option Select all.
This selects all the employees currently displayed in the list. When employees have been selected in this way, you cannot then deselect individual employees, so the selection is displayed as greyed out. You still have access to any relevant functions, such as Bulk Update.
Displaying the Toolbar as a Pop-up Menu
You can also display the tools as a pop-up menu. This is also useful if you have scrolled down and are working on something that is at the bottom of the list, and the toolbar is not visible. Refer to Using the Toolbar Actions.
To display the toolbar functions as a pop-up menu, right-click over an employee name, email, or another column in the list.
You can copy a value from the list using the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Employee Name) to the clipboard. Right-click over the value and select Copy from the pop-up menu.
The Open in new tab option is only available when right-clicking on the Employee Name. Once clicked, the corresponding Employee - Summary Workspace will be opened in a new browser tab. Refer to Employee - Summary.
Saving Changes to a View
Changes to the layout can be saved as a View. This feature is only available to FYI Admins, or users in a User Group with permissions to Views. Refer to Managing User Groups.
Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are unavailable if an employee is ticked to select it in the list.
Select Save View.
Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting a List
You can export the current employees in the list to a .csv file. The list will be exported with the columns currently displayed in the list. Add more columns to the view before exporting.
- Select a View that shows all the employees you want to export.
- Click the View Tools button at the end of the column headings, on the right-hand side of the list.
Note: The View Tools are unavailable if an employee is selected and ticked in the list. - Select CSV Export to export the displayed employees in the list to a .csv file (comma-separated).