Custom Fields in the Clients, Jobs, and Employees Custom Field tabs can be grouped together, to reduce the size of the list and allow users to easily find the required Custom Fields. For example, when grouping Custom Fields by Business Division.
If a Custom Field does not have an assigned Group, it will be displayed under the "(No Group)" heading.
For detailed information on Custom Fields, refer to Managing Custom Fields.
For practices integrated with Xero Practice Manager, the grouping structure in FYI will not update the groups used in FYI.
Creating a Dedicated Group Custom Field
Your practice may choose to create a Custom Field used exclusively for grouping.
Note: If your practice will be using an existing Custom Field, this step can be skipped.
- Navigate to Practice Settings - General - Custom Fields.
- From the Custom Fields list, click Add.
- Enter the Custom Field Name.
- Select where the Custom Field Applies to. At least one option must be selected.
Note: Custom Field Groups are only displayed for Clients, Jobs, and Employees.
- Select the Type "Drop-down".
Note: Other Types are not relevant for Custom Field Grouping. - Click + Add Option to begin entering the Group Names. This is what will be displayed as headings on the Custom Field tabs, and the Group that Custom Fields will be assigned to.
- Click Save to add the Custom Field.
- The Custom Field Grouping in General Practice Settings will need to be updated with the new Custom Field Group, before you can begin assigning your Custom Fields to the relevant group. Refer to Enabling Custom Field Grouping above.
Enabling Custom Field Grouping
Before you can assign your Custom Fields to a group, you must first enable Custom Field Grouping.
This can be done by updating your Practice Settings to either select an existing Custom Field, or create a dedicated Custom Field used for grouping only (refer to Creating a Custom Field Group below).
- Navigate to Settings - Practice Settings - General.
- On the Settings tab, locate the Custom Field Grouping field.
- Select a Custom Field from the drop-down.
- The settings will refresh, and the Custom Field will display.
The Custom Field selected in Practice Settings will be added as a column in the Custom Fields list.
Select the Custom Fields tab to begin assigning groups. Refer to Assigning Custom Fields to Groups below.
Assigning Custom Fields to Groups
Custom Fields can be assigned to a group individually or by using Bulk Update.
Individually
- Navigate to Practice Settings - General - Custom Fields.
- From the Custom Fields list, click on a Custom Field to open the Custom Field Drawer.
- Select a Group from the Group drop-down.
- Click Save.
- The Group will be applied to the Custom Field and displayed in the Custom Fields list.
Bulk Update
- Navigate to Practice Settings - General - Custom Fields.
- From the Custom Fields list, select the Custom Fields to be updated.
- Click Bulk Update in the toolbar.
- The Bulk Update drawer displays.
- Select a Group from the drop-down.
- Click Run.
- The Group will be applied to the Custom Fields, and displayed in the Custom Fields list.
Editing or Removing a Group
Individually
- Navigate to Practice Settings - General - Custom Fields.
- From the Custom Fields list, click on a Custom Field to open the Custom Field Drawer.
- From the Group field, select a new Custom Field Group or click the X to remove the group.
- Click Save.
Bulk Update
- Navigate to Practice Settings - General - Custom Fields.
- From the Custom Fields list, select the Custom Fields to be updated.
- Click Bulk Update in the toolbar.
- The Bulk Update drawer displays.
- Select a new Group, or leave the Group field blank to remove the assigned group.
- Click Run.
Renaming Group Names
If a Group Name is renamed, for example, "Wealth Management" is renamed to "Wealth", you will need to update the Custom Fields to select the newly renamed group. This can be done using Bulk Update.
Note: If Custom Fields are not updated to use the newly renamed Group Name, they will not be displayed on the Custom Fields tab for Clients, Jobs and Employees.
- Hover over the heading of the Group column and click the List icon.
- The Filters option is displayed.
- Click Select all to uncheck all groups, then tick the Group Name that was updated.
- The Custom Fields list will be updated to display only Custom Fields assigned to that group.
- Use the drop-down next to the checkbox in the column heading to select the option Select all.
- Click Bulk Update.
- Select the new Group from the drop-down.
- Click Run.
- The Custom Fields will be assigned to the new Group.
Viewing Grouped Custom Fields
When viewing the Client, Job, or Employee Custom Fields tabs, users can click the Group button to display Custom Fields in a grouped view.
Once enabled, the Custom Fields will be grouped as seen below, where the Group Name displays as the heading of the group. Click on the Group Name to expand/collapse the groups as required.
Custom Field Groups are "Sticky", which means the expanded group is retained as the default view until a different group is selected. For example, if the Administration group is expanded when viewing the Client - Custom Fields tab, the group will remain expanded when navigating to a different page and back or viewing the Job - Custom Fields tab.
Disabling Custom Field Grouping
To disable the Custom Field Grouping feature, you will need to update the General Practice Settings.
- Navigate to Settings - Practice Settings - General.
- On the Settings tab, locate the Custom Field Grouping field.
- Click the X next to the selected Custom Field name.
- A warning message will be displayed. Click OK.
- The groups will be removed, and the page will be refreshed.
The Client, Job, and Employee Custom Field tabs will no longer be grouped, and the assigned groups will be removed from the Custom Fields.
The Custom Field that used to manage the Groups will be retained, including any options/group names. This Custom Field can now be removed if no longer required. Refer to Managing Custom Fields.