Process Step Details - Look Up Job

The Look Up Job step is used to find an existing job by matching a number of the search filters, for example, a Client Name, Job Number, or Custom Fields. This Job can then be referenced to ensure that other steps in the automation are only applied to the matching job. 

Users can also control what actions should be taken if the Job is not found, or multiple jobs match the search criteria. For example, users can configure the process to be aborted, continue, or create the job if it doesn't already exist.

If a job is found, the automation process will continue.

Look Up Job

Use the Search Filters to find a job.

Client, Find across group, and Type will narrow the results, while Job Number, Name, and Custom Fields are the search criteria used to find an exact job match.

Merge Fields can be used on some filters to search for jobs. Click the Merge Fields icon and select from the available merge fields. Refer to Including Merge Fields in Automations.

Search Filters

Current Client
Looks for jobs matching the client retrieved by the Automation Process filters. Refer to Setting up Custom Processes

Type
Used to select by specific Job Types - Standard, Billing, or Workflow Job. Select an option from the dropdown. Multiple Types can be selected if required.

Find across group
Allows the search to find jobs across the Client Group the current client belongs to, for example, when jobs are assigned to a primary client in the group. Refer to Displaying Information for Client Groups.

Job Number
Job Numbers are displayed on the Job - Summary tab, and available on the Jobs List. Leading zeros in a Job Number will be ignored. For example, if the Import file has a job number "123", the Job Number "000123" in FYI will be considered a match.

Name
Search within Job Names for matching terms. For example, searching for "Annual Accounts" would return the job "Annual Accounts - 2024". 

Set Custom Field
Used to select a Custom Field to be included in the search filters.

To add a Custom Field, select the Custom Field from the drop-down. A new drop-down for that Custom Field will be displayed, where the search filters can be selected. 

If Job Not Found
This option allows users to control what happens if a matching job cannot be found, or multiple jobs have been returned by the search.

If a job is found, the selection in this field is disregarded, and the automation process will continue successfully.

When a job is not found, the user can select whether the process should stop, continue on, or create a new job. Stop Process is selected by default.

• Stop Process - Stops the process when a match isn't found. If there are steps following the Look Up Job step, they will be not be executed.
  
  
• Continue Process - The process will continue for each job as per the selected Automation Filter, and displays a warning message for each step that cannot be completed for a matching job.
  
  
• Create Job - Additional fields will be displayed to allow users to configure the values of the new Job. For example, a Job Template can be selected to automatically populate the fields.

Action Details

When the step is added to an Automation Process, the Details tab will display the step configuration in the Action column.