Converting Standard Jobs to Workflow Jobs

Standard Jobs can be converted to a Workflow Job on an individual Job basis.

1. Open the Job Workspace by clicking on the Job in a Jobs list, for example from the Job - Summary tab. Refer to Job Summary.
   
   The Job Type column can be filtered to easily display Standard Jobs only. 
    
2. Click the Edit Job icon.
   
3. From the Type drop-down, select Workflow. A warning will be displayed that changing the Job Type cannot be reversed.
   
4. In the Billing Job field, select the job to link the Workflow Job to.
   
   Billing Jobs will be displayed depending on the Practice Setting Show Jobs by Client:
   • Show jobs by client is ticked - only the jobs for the specific client are listed.
   • Show jobs by client is not ticked - all jobs for all clients in the Client Group are listed. If the client does not belong to a Client Group, only the jobs for the current client will be displayed.
      
5. Update any other fields as required.
    
6. Click Save

Multiple Standard Jobs can be converted to Workflow Jobs using the Job Bulk Update function and selecting Type "Workflow". Refer to Editing Jobs using Bulk Update.

When using the Jobs Bulk Update to convert a Standard Job to a Workflow Job, consider the Job Type selection in the list. Only Standard Jobs can be converted to Workflow Jobs. If a Billing Job or Workflow Job are selected in the List Filter and the Bulk Update is performed, a warning message will display in the Automation - History tab. Refer to Editing Jobs using Bulk Update.

When selecting the relevant Billing Job for the Workflow job, the Billing Jobs will be displayed depending on the Practice Setting Show Jobs by Client:

• Show jobs by client is ticked - only the jobs for the specific client are listed.
• Show jobs by client is not ticked - all jobs for all clients in the Client Group are listed. If the client does not belong to a Client Group, searching for a Billing Job will return matches for all clients. 

When the Bulk Update has run successfully, the Job Activity will display the new Workflow Job number.

Multiple Standard Jobs can be converted to Workflow Jobs using the Update Job step in a process. Refer to Process Step Details - Creating and Updating Jobs.

When creating a process to convert Standard Jobs to Workflow Jobs, consider the Job Type selection in the List View Filter. Only Standard Jobs can be converted to Workflow Jobs.  

If a Billing Job or Workflow Job are selected in the List Filter and the process is Run, a warning message will display in the Process - History tab. Refer to Process History and Activity.

Standard Jobs can be converted to a Workflow Job via the CSV Import Process Step.

Create the CSV File

Prepare the CSV file containing the following detail:

We have a Sample CSV which can also be found at the bottom of this article.

Save the CSV File and Create a Document List View

Configure the Document List view for the CSV Data Import.

Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
    
2. Add the Name of the Process, in this example, this is "Convert Standard Job to Workflow Job - CSV Import".
    
3. If required, add any additional description of the Process in the Description.
    
4. The Custom Process has the Trigger set to "Manual", ensuring From Workspace and From List is enabled
    
5. Set the Filter Type to CSV Data Import and select the Document view configured above.
    
6. Configure the CSV Data Import Filter Columns. Ensure that Run Only Oncer Per Row is enabled, Match Clients During Validation is disabled and Match Jobs During Validation is enabled.

Add the Step to Look Up Client

This identifies the client associated with the jobs being updated.

1. Click Add Step and select FYI Actions.
    
2. Select Look Up Client.
    
3. Configure the FYI Client ID using the Merge Field editor to select the Trigger Data and then FYI Client ID.

Add the first Step to Look Up Job

This finds the Billing Job that will be linked to the Workflow Job.

1. Click Add Step and select FYI Actions.
    
2. Select Look Up Job.
    
3. Configure the Client to be 1:Look Up Client > Client. 
    
4. Find across group should be set to Yes. 
    
5. Configure the Job Number using the Merge Field editor to select the Trigger Data and then Billing Job Number.

Add the second Step to Look Up Job

This identifies the Standard Job that will be converted to a Workflow Job.

1. Click Add Step and select FYI Actions.
    
2. Select Look Up Job.
    
3. Configure the Client to be 1:Look Up Client > Client. 
    
4. Configure the Job Number using the Merge Field editor to select the Trigger Data and then Standard Job Number.

Add the Step to Update Job

This converts the Standard Job to a Workflow Job, applies the selected Workflow Template, and links it to the Billing Job.

1. Click Add Step and select FYI Actions.
    
2. Select Update Job.
    
3. Configure the Job using the Merge Field editor to select Step 4 Job then Job.
    
4. Configure the Job Type to be Workflow.
    
5. Configure the Template using the Merge Field editor to select Trigger Data then Workflow Job Template.
    
6. Configure the Billing Job using the Merge Field editor to select Step 3 Job then Billing Job.

Testing a Manual Custom Process

When setting up a Custom Process, it is very important to Test Custom Processes to ensure it is working as expected.  

Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

Running the Process

To run your custom process, as this is a CSV Data Process Filter, it is run from Automations - Processes. It can be run by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations. 

Note: This process can also be run from the Document List using the Run From List action.

Users can convert jobs using an Automation to Automatically Bulk Update Job Type from Standard to Workflow Job.