The Workflow Jobs feature enables practices to create a "parent" job (Billing Job) containing "sub-jobs" (Workflow Jobs).
This is recommended for practices with a fixed fee setup that needs to monitor and track tasks within a billing job. For example, there could be one annual Billing Job for a Client Group covering all the services for that group. Within the Billing Job, individual Workflow Jobs would be created for the interim jobs for the year, such as the BAS and GST for each quarter.
Workflow Jobs are available automatically for practices on the Elite plan. For all other FYI plans, the XPM Workflow Jobs setting must be enabled in Practice Settings - Jobs. When upgrading to the Elite plan, XPM Workflow Jobs will be converted to Workflow Jobs. Refer to Managing Practice Settings for Jobs.
Summary of FYI Workflow Jobs
Identifying Workflow Jobs
You can display Workflow Jobs in lists, in the Job workspace and using the Job Drawer.
Job Type is available in the columns that can be selected in the Jobs list (refer to Using the Jobs Lists). This shows either "Billing” or "Workflow". This can be saved in the views.
The Job Type displays in the Jobs Lists and in the Job - Summary tab as "Billing" or "Workflow". It displays as the following icons:
Billing Job
Any Jobs created in FYI as a Billing Job (Elite plan only), synchronised from Xero Practice Manager, or created in FYI by an automation and then synced to Xero Practice Manager. Workflow Job
Any Workflow Jobs created in FYI as an FYI Workflow Job (Elite plan only) or XPM Workflow Jobs created via sync with Xero Practice Manager. When the XPM Workflow Jobs setting has been enabled in the Job Practice Settings in FYI, XPM Workflow Jobs will be created when there are XPM tasks on the Billing Job.
Users can also hover over the Job Type icon to display the type of job.
Workflow Jobs State
You can use any of the Job States that are set up for your practice in FYI. An FYI Admin can set up any additional Job States as required to use for Workflow Jobs. Refer to Job States and Managing Job States.
A user without permission to edit Jobs can only change the State and, if your practice has Job Cabinet Security enabled in your Practice Settings, the Cabinet.
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Job can make changes to any of the fields that can be edited (refer to Managing User Groups).
Updating Workflow Jobs
Workflow Jobs can be updated in the same way as standard jobs. Jobs Bulk Update can also be used to update multiple Workflow Jobs at the same time. Changes can also be made in the Job drawer and Job - Summary and the State can be changed by dragging the Job in the Jobs Board.
Recording Time for Workflow Jobs
You can record time against the Workflow Jobs. Time will be displayed against both the Workflow Job, and the Billing Job.
Job Category
The Job Category assigned to the Billing Job is populated against the Workflow Jobs, and can be used as a filter in views.
Displaying the Billing Job column for Workflow Jobs on the Jobs List
When viewing the Jobs List, while both Billing Jobs and Workflow Jobs are displayed, adding the optional Billing Job column to the List will display the Billing Job for each Workflow Job. The Billing Job will be displayed as a link to easily open the Billing Job Workspace.
Refer to Using the Jobs Lists and Adding, Removing and Moving Columns in the Jobs Lists
Integration with Xero Practice Manager
If integrated with Xero Practice Manager, but FYI has been selected as the Practice Management source, only the Billing Job will be synchronised. Workflow Jobs are managed in FYI, and will not create Tasks in XPM. Refer to Synchronising with Xero Practice Manager where FYI is enabled as the PM Source.
Comparison between FYI Workflow Jobs and XPM Workflow Jobs
When upgrading to Elite and enabling FYI for Practice Management, XPM Workflow Jobs will be automatically upgraded to FYI Workflow Jobs.
Review the table below for understanding the differences in using Workflow Jobs for different plans.
For XPM Workflow Jobs, refer to XPM Workflow Jobs.
| Pro - XPM Workflow Jobs | Elite - FYI Workflow Jobs |
|
Workflow Jobs are created as Tasks in Xero Practice Manager, and synchronised to FYI. |
Workflow Jobs are created directly in FYI. Refer to Create a Job. |
| Recurring jobs in Xero Practice Manager will be synchronised to FYI as a Billing Job, and create Workflow Jobs using XPM Tasks. |
For Recurring jobs, the Billing Job will synchronise to FYI, but Workflow Jobs will need to be manually created. We recommend creating an Automation to streamline this process. Refer to Setting up Custom Processes. |
|
For practices integrated with Ignition, jobs are created in Xero Practice Manager and synchronised to FYI. |
For practices integrated with Ignition, jobs can be created in FYI using the Zapier integration. Refer to Can I upgrade to the Elite Plan if I'm integrated with Ignition? and Integration with Ignition using Zapier. |
Create a Workflow Job
Billing and Workflow Jobs can be created by clicking the + button and selecting Job, or by pressing the J shortcut key.
Refer to Create a Job.
Adding Assigned Users
For Workflow Jobs, the Assigned Users are added with Custom User Roles. These "User" Type Custom Fields must be set up by an FYI Admin, and then selected in your Practice Settings in the Mappings tab. Once mapped, users can be assigned to Workflow Jobs:
- By editing the Custom Fields on the Job Custom Fields tab
- For practices where FYI as Primary for Client Maintenance is enabled, from the Assigned Users section on the Job Summary tab.
Creating Time for a Workflow Job
Time can be entered for a Workflow Job from the Job drawer.
Create Time displays and the Time can be entered in the same way as for a document and the Job is automatically selected.
The following is an example of adding Time to a Workflow Job.
The Time entry displays in your Home - My Time.