Assigning Users to Jobs

Users can be assigned to jobs, to allow practices to efficiently manage their workflow. Once assigned to the job, users will be able to access the jobs from Home - My Jobs, or be selected as the assigned user when running an automation for the job.

The process used to assign staff to a job depends on:

1. The FYI Plan that the practice has subscribed to,
2. The selected Practice Management source in the Practice Management Sync app,
3. Whether the practice setting FYI as the Primary Source for Client Data has been enabled (Xero Practice Manager integrations only).
4. Whether XPM Workflow Jobs has been enabled (available where Xero Practice Manager is the Practice Management source only).

Further details on the available methods for each Practice Management Source are provided further below.

Methods for Assigning Jobs

Click on your Practice Management source below for more details.

FYI

FYI can only be selected as the Practice Management platform for practices on the Elite plan. Refer to the Method 2 - Custom User Roles.

Xero Practice Manager

The method used to assign Jobs will depend on your FYI plan and Practice Settings.

FYI Plan	FYI as Primary Enabled	Workflow Jobs Enabled	Method
Intermediate Plan	N/A	N/A	1 - Practice management solution
Pro Plan			1 - Practice management solution
Pro Plan			2 - Custom User Roles
Pro Plan			2 - Custom User Roles
Elite Plan			1 - Practice management solution
Elite Plan			2 - Custom User Roles
Elite Plan			2 - Custom User Roles
Elite Plan			2 - Custom User Roles

Practice Sync (MYOB, APS, IRIS, CCH Central)

The method used will depend on your chosen integrated Practice Management platform.

FYI Plan	PM Platform	Method
Intermediate Plan Pro Plan	MYOB	1 - Practice management solution
Pro Plan	CCH APS IRIS	2 - Custom User Roles

Method 1 - Practice Management Solution

Assign a user to a job from within your integrated practice management platform - Xero Practice Manager or MYOB.

During the next synchronisation with FYI, the change will be synchronised, and the Assigned field on the Job Summary tab will be updated.

Note: In addition to the standard Assigned field, practices can still utilise the Custom User Roles feature to assign non-standard roles, for example, Bookkeeper.

Method 2 - Custom User Roles

Using the Custom User Roles method, practices use Custom Fields in FYI to manage the users assigned to the Job.

Once created, these fields can be updated on the Job Summary tab in the Assigned Users section.

Step 1 - Create Custom Fields for User Roles

To create a Custom Field:

1. Log in to FYI as an FYI Admin.
    
2. Click Settings in the top right-hand corner.
    
3. Select Practice settings from the drop-down, then select General.
    
4. Click on the Custom Fields tab.
    
5. Click Add and enter a Name for your Custom User Role. For example, Team Coordinator.
    
6. For the Applies to field tick "Job" (more options can be selected if required).
    
7. For the Type select "User". 
   
8. Click Save.

The newly created Custom Field will now be displayed in the Assigned Users section of the Job Summary tab.

Step 2 - Update Mappings

To ensure the jobs are displayed on the Home - My Jobs tab for users selected for each Custom User Role, you will need to update the Job Mappings.

1. Log in to FYI as an FYI Admin.
    
2. Click Settings in the top right-hand corner.
    
3. Select Practice settings from the drop-down, then select Jobs.
    
4. Go to the Mappings tab.
    
5. Select the Custom Field from the My Jobs: Assigned User Roles drop-down. More than one Custom User Role can be selected.
   
6. A prompt will be displayed to confirm the Custom User Role will be added to the Assigned users on all jobs, where a user has been selected for that Custom Role. Refer to Assigning Users to Jobs. Click Yes to continue, or No to cancel.
   
7. The selected Custom User Roles are displayed.
   

Refer to Managing Mappings.

Step 3 - Update the Job Custom Fields

You will now be able to update the Job Custom Fields to assign users to each job. This can be completed:

• Individually from the Job Summary or Job Custom Fields tabs (depending on your practice settings).
• In bulk, using Jobs Bulk Update.

Users assigned to the Custom Fields before the Mappings were complete will need to be re-selected before the jobs will be displayed in Home - My Jobs.