Universal Merge Fields (Beta)

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Practice Management features for the Elite plan are in Beta for practices in the United Kingdom.

Universal Merge Fields (UMF) further increase the power of automations, by allowing users to apply details from a client to a job and vice versa using an automation step. 

Use Universal Merge Fields to:

  • Inherit Client Custom Fields directly onto a Create Job step.
  • Set the Job Partner and Job Manger from Client Partner and Client Manager fields.
  • Apply key job details from the original job when rolling over new jobs.
  • Use Client or Document fields for a Job Name.
  • Using an existing date Custom Field as the due date of a Task, or start date or due date of a Job.

Note: Rate limiting may occur when you have exhausted all available synchronisation requests to Xero Practice Manager. Practices will need to consider how the use of Universal Merge Fields tie into existing processes that utilise synchronisation between XPM and FYI. Refer to Xero Practice Manager Rate Limiting.

Using Universal Merge Fields

Universal Merge Fields are available in any automation step that displays the below icon. 

  1. Click on the UMF icon alongside the field you wish to insert Universal Merge Fields for.
    3294_Name_UMF_Icon.gif
  2. The available merge fields will be displayed, grouped by where the data is pulled from.
    3295_Job_Name_Select_UMF.gif
  3. Select the relevant heading to expand the available options or use the "Filter merge fields" to search for merge fields by typing in a few characters to display relevant options. For example, type "Name" to search for the {{ TriggerClientName }} merge field.

  4. Click the UMF you wish to use and it will automatically be inserted on the left-hand side, in the correct format.
    3296_Job_Name_Select_UMF_Insert_Field.gif
  5. Click Save. The UMF displays in the relevant field in the correct format. In the example below, when the Job is created, the name of the Job will be Annual Compliance followed by the Client Name.
    3297_Job_Name_UMF_Inserted.gif

Note: If Universal Merge Fields are not available within a step, the following warning will display:

Examples of using Universal Merge Fields

Note: For practices on the Pro plan, you may see additional fields such as selecting the Job Type in the Create Job step which are relevant to the Elite plan only.

Create Job

Client Views can be used with a custom automation process to create a Job. Refer to Custom Processes using Views and Summary Notifications.

The Create Job process is the same as creating a job using the + button (refer to Create Job in FYI), except that instead of manually selecting a client, the job is created for the clients from the Client View Filter selected in the Automation Process.

Notes:

  • If using a Job View for the process, Job details will be available in Universal Merge Fields.
  • For practice integrated with Xero Practice Manger:
    • If you select a Template with a Description in the Create Job, the Description from the Template will not be added to the Job that is created. If relevant, you can add the Description directly in the Create Job step.
    • The Job Number will be applied when the Job is synced to Xero Practice Manager.
  • Users cannot use the {{ JobName }} merge field in the Create Job step. If creating the job from a Job View, it will add the triggering jobs name as this value. To add the Job Name as a merge field, users can use an Update Job step as a following step. Refer to Update Job

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Selecting the Client

You can create the Job for the "Current Client" (the Client that triggered the Process) or you can select a specific Client by searching in the Client field.

2496 Process Create Job Select Client.gif

Adding a Job Name

When creating a Job with a Process Step, you can use the Universal Merge Fields to add key details to the Job Name such as Client Name. 

In the below image, the UMF for Trigger Client Name has been used. This will populate the Client Name and append it to the Job Name.

3299_UMF_Add_Client_Name_to_Job_Name.gif

Job Cabinet

If your practice has Job Cabinet Security enabled in your Practice Settings you can select a Cabinet to assign to the Job. Refer to Managing Practice Settings for Jobs.

If Job Cabinet Security is not enabled in your Practice Settings, the Cabinet field is not displayed in the Create Job Step.  

Setting the Start Date or Due Date

When creating a Job with a Process Step, the current behaviour is to set the Start Date or Due Date as the "Current Date", "Month End", or select a specific date. Selecting "Select a Date" displays a pop-up calendar. 

In addition to the above options, users can use Universal Merge Fields to select a Date Custom Field to specify the start and due dates. If your Automation is using a Job View, both Client and Trigger Job Date Custom Fields are able to be selected. 

In the example below, the client's Lodgement Date custom field is selected as the Due Date when the job is created.3300_UMF_Client_Job_Custom_Fields.gif

Setting Job Partner and Manager

When setting the Job Partner and Job Manger on a Job, you can use Universal Merge Fields to select the Client Partner and Client Manager as the Job Partner and Job Manager. 

The example below is where the Client Manager is pulled from the Client Summary tab when the job is created.

3301_UMF_Job_Partner_Manager.gif

Setting Job Custom Fields

When a Job Custom Field has been selected in the step, this shows as the field name and you are prompted to enter the value to set it to or can select a UMF. If you select the Universal Merge Field icon, you can set the value from another custom field. 

The example below is where Office is pulled from the Client Custom Field when the job is created.

3302_UMF_Custom_Field_from_Client.gif

Setting a Job Custom Field that is a Date

When updating a Job Custom Field that is a Date, this is set as the "Current Date". An example of this would be updating the Work Commenced Date on the Job record as a result of a status being set. 

Users can expand their options and use Universal Merge Fields to choose "End of Month" or a Date Custom Field.

3303_UMF_Date_Custom_Field.gif

Create Jobs using Job Rollover

When creating the same job each year, for example, End of Financial Year Jobs, you can automatically apply the same values as the job from the prior year e.g. the Partner.

This function is only available if the Process Filter Type has been set to a Job View Filter.

For example:

  1. Create a View in the Jobs list of the Jobs for the current year. These are the jobs that will be recreated.
  2. Select the Trigger option in the job fields to copy the values from the trigger Jobs to the new Jobs. Refer to Setting up the Create Job Step with Values from the Trigger Job(s) below.
  3. Update any Job Fields that are different for the new job. For example, the Job State would likely be set to "Planned" as the new job has not yet commenced.
    Note: If you include the year in the name of your Jobs, you would also need to enter the required Name for all the new Jobs instead of using the value from the trigger Jobs.

You can also use this feature to add a final Create Job step at the end of your Automation Process for Compliance. When the current Job goes to a "Completed" State, the next step can be set up to create a new job for the next financial year.

Setting up the Create Job Step with Values from the Trigger Job(s)

Depending on the Job field, there are different ways in which you can set up the Create Job to use values from the Trigger Job(s).

The values for the Create Job fields for Template, State, Cabinet, Category, Start Date, Due Date, Assigned User (Pro Plan), Manager and Partner include the option in the drop-down "Trigger ... ", for example, select "Trigger State" to copy from the previous job.
2254_Process_Create_Job_Trigger_State.gif

The values from the Trigger Job for Create Job fields for NameBudget and Description can be selected using Universal Merge Fields.

The example below is where Budget Hours, Budget Amount and Description are selected from the UMF icon and are pulled from the Trigger Job when the new job is created.

3305_UMF_Trigger_Fields_Selected.gif

The values from the Trigger Job for the Create Job fields for Custom Fields include an option "Trigger ..." along with the UMF icon to select the value from:

  • You can select the Trigger Office to add the value for Office from the triggering Job when the job is created.
    3307_Trigger_Job_Custom_Fields.gif
  • Or, you can select the UMF icon and select the Trigger Office from the Client Custom Field when the job is created.3302_UMF_Custom_Field_from_Client.gif

Trigger Template only applies to Jobs created in FYI (Elite Plan).

For Template, using the option Trigger Template will only copy the relevant Template if the triggering Job was created in FYI and not Xero Practice Manager.

2256_Process_Create_Job_Trigger_Template.gif

For Assigned User, when using Trigger Assigned User, if there are multiple Assigned Users in the triggering Job, currently only the first user will be copied to the new Job. 

Update Job

When a Custom Process is filtered on a Jobs view, or on a Documents view and a Job is assigned to the relevant document(s) in the view, you can use Update Job in an Automation Process.

In the Action for Update Job, you select the Job State, Manager or Partner to be set by the process. The Manager or Partner can be set to a specific person in your user list or the Client Partner or Manager. Any of these can be set as "‘Unchanged’ if the State, Manager or Partner are not going to be changed by the process.

The Update Job step can also be used to update one or more Job Custom Fields.

3308_UMF_Update_Job_Step.gif

Updating the Current Job or a Specific Job

The Update Job step can be set to update the Current Job (the Job that triggered the automation or a Job created from another step). You can alternatively select a specific Job to update by searching in the Job field.

2454_Update_Job_Select_Job.gif

The values for the Update Job fields for Name, Budget, Start Date and Due Date can be selected using Universal Merge Fields. 

When creating a Job with a Process Step, you can use the UMF icon to add key details to the Job Name such as Client Name.

3299_UMF_Add_Client_Name_to_Job_Name.gif

For practices integrated with Xero Practice Manager only, the Update Job Step can also be used to update the Name, Budget, Start Date and Due Date.

Note: If your practice has enabled Workflow Jobs, the Name cannot be updated for Workflow Jobs, only for Billing Jobs (refer to the section Workflow Jobs).

Setting the Start Date or Due Date

When updating a Job with a Process Step, the current behaviour is to set the Start Date or Due Date as the "Current Date", "Month End", or select a specific date. Selecting "Select a Date" displays a pop-up calendar. 

In addition to the above options, users can use Universal Merge Fields to select a Date Custom Field to specify the start and due dates. If your Automation is using a Job View, both Client and Trigger Job Date Custom Fields can be selected. 

In the example below, the client's Lodgement Date custom field is selected as the Due Date when the job is updated.3300_UMF_Client_Job_Custom_Fields.gif

Job Cabinet

If your practice has Job Cabinet Security enabled in your Practice Settings you can select a Cabinet to assign to the Job. Refer to Managing Practice Settings for Jobs.

If Job Cabinet Security is not enabled in your Practice Settings, the Cabinet field is not displayed in the Create Job Step.  

Setting Job Custom Fields

When a Job Custom Field has been selected in the step, this shows as the field name and you are prompted to enter the value to set it to or can select a UMF. If you select the Universal Merge Field icon, you can set the value from another custom field. 

The example below is where Office is pulled from the Client Custom Field when the job is created.

3302_UMF_Custom_Field_from_Client.gif

Once a Custom Field has been selected, it will be removed from the drop-down list as it is already part of the Step.
You can add additional Custom Fields to be updated by the step. Select the additional Custom Field(s) and add the value to set for each.

Setting a Job Custom Field that is a Date

When updating a Job Custom Field that is a Date, this is set as the "Current Date". An example of this would be updating the Work Commenced Date on the Job record as a result of a status being set. 

Users can expand their options and use Universal Merge Fields to choose "End of Month" or a Date Custom Field.

3303_UMF_Date_Custom_Field.gif

For practices integrated with GreatSoft, the Start Date and Due Date do not display. Budget currently displays but will be hidden in the near future.

Update Client

The Update Client step can be used to update Client Custom Fields.

1292_Process_Update_Client.gif

When a Client Custom Field has been selected from Select Custom Field in the step, the Custom Field will be added directly above. If you wish to apply the value from another Custom Field, select the Universal Merge Field icon and choose the Custom Field for the value to be used.

For example, you can automatically update the Client Custom User Role "accountant" to align with the Job Custom User Role Assignment, ensuring the allocated Accountant is the same in both the job and client workspaces.

3312_UMF_User_Role_Update_Client.gif

Once a Custom Field has been selected, it will be removed from the drop-down list as it is already part of the Step.

Repeat the steps for any additional Custom Fields to be added.

2053_Process_Update_Client_add_Second_Custom_Field.gif

Updating a Client Custom Fields that is a Date

Date custom fields are set automatically to "Current Date" but can be updated to select "Month End" or the value of a Date Custom Field.

For example, a custom process can be created to update the Engagement Date on the client record when the client signs the engagement letter. A view can be used to detect the engagement letter has been signed, and then update a Custom Field such as "Last valid engagement date" in the client record, set to the current date.

Another example could be to record the last date that a partner made contact with a client, triggered when a Phone Call or Meeting interaction is created in FYI. Refer to Internal Reminder to Contact Client.

This process step is not suitable for historical Custom Field dates, such as date of birth. 

Create Task

You can use the Create Task step to create a Task and assign to the relevant user.

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Task Template - select a Template if required. The example above shows a task created from a task template to pre-populate the default values for the Task, such as Assignee, Date date, Task Categories and Task Details. 

Note: Advanced Task Fields, for example, Priority, Job Category, or Work Type, can only be populated using the selected Task Template. You will not be able to update these fields in the Automation Step.

Subject - enter a brief name for the task. Users can use Universal Merge Fields to add key Client and/or Job details by clicking the icon and selecting the relevant fields. This displays in the lists in FYI.

Assignee - can be set as a specific person in your user list. Or this can be set as "Manager" to assign the task to the relative client or job manager, or as "Partner" to assign it to the relative client' or job's partner.

  • For a process that is run for a Client, the Manager or Partner is taken from the Client Details.
  • For a process that is run in the context of a Job, the Manager or Partner is taken from the Job Details.

You can select the Partner/Manager from the Universal Merge Field icon to select the Partner and Manager assigned to the client/job irrespective of the View being used.

If there is no Partner/Manager assigned to the client or job, the Assignee is set as "Unassigned".

Due Date - select when the task needs to be completed as the number of days. You can select a number of days, or click the Universal Merge Fields to select "End of Month" or the date from a Date Custom Field.

You can also set this as 0 (zero) days to make the task due immediately.

Status - this defaults to "Not started". The Status can be changed to "In Progress", so when the task is created, nothing needs to be actioned on it.

Cabinet - if Task Security is set in your Practice Settings, a Cabinet can be selected to add Cabinet security to the task. Refer to Managing Tasks.

Blocking - when creating a task, you can set Blocking as "On" so that the process stops until a Task created in the automation process is set as "Completed". This could be used, for example, for a Task created in the process to ensure that an email, word or any other document created in the previous step(s) has been checked before any other actions in the process are done. When the Task is set as "Completed", the process could then be set up to continue and send the checked email or send an email with a checked document attached.

AutoComplete - This is generally not relevant when the Task has not been created for an email or document by the process, or for an Alter Document step in a process. Refer to AutoComplete Tasks.

Details - type the brief details of the task including any Client and Job merge fields using Universal Merge Fields. The assignee can easily display the email or document to see what the task relates to by including the Attachments Links UMF.

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