The Workflow Jobs feature enables practices to create a "main" job (Billing Job) containing "sub-jobs" (Workflow Jobs).
This is recommended for practices with a fixed fee setup and 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 of 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.
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:
Any Jobs synced from Xero Practice Manager, or created in FYI by an automation and then synced to Xero Practice Manager.
Any Workflow Jobs created via a sync with Xero Practice Manager Job Tasks when Workflow Jobs is enabled for your practice.
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.
The Job Category assigned to the Billing Job is populated against the Workflow Jobs and this can be used as a filter in views.
Integration with Xero Practice Manager
If integrated with Xero Practice Manager, only the Billing Job will be synchronised. Workflow Jobs are managed in FYI, and will not create Tasks in XPM.
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 Workflow Job (Beta).
Adding Assigned Users
For Workflow Jobs, the Assigned Users are added with Custom User Roles. The Custom User Roles that you want to use for the Assigned Users need to be set up by an FYI Admin in your Practice Settings in the Mappings tab before selecting the name of the User as the Custom Field in the Workflow Job. Refer to Managing Mappings (Beta).
An FYI Admin or a user in a User Group that has Permissions enabled for Edit Custom Fields can then select the relevant user(s) that are the Assigned users for the Workflow Jobs in the. Job - Custom Fields tab. Refer to Job Custom Fields.
Note: If a Custom Field has not been mapped to the Assigned User, the job will not display as assigned to the user, and will not be displayed in the Home - My Jobs 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.