Automation processes overview

Automation Processes automate recurring work in FYI using triggers, filters and steps. FYI includes sample processes, and practices on the Pro and Elite plans can create custom processes to suit their workflows.

The Processes tab in Automation provides an overview of the processes available to your practice. Depending on your permissions, you can view, manage, test and run processes from this area.

Types of automation processes

Sample processes

FYI includes sample processes, which can be modified to reflect the requirements of your practice. These processes are available in Grid view. The sample processes available depend on the FYI plan your practice has subscribed to.

Sample processes use a trigger and a filter to control what is processed, similar to custom processes. They include one or more steps that control the actions performed by the process.

Some sample processes are configured to run with specific settings, for example, when a new document arrives. You cannot change when these processes trigger or change the filter. You can modify the steps and use the processes as examples when setting up your own custom processes.

Custom processes

Practices on the FYI Pro and Elite plans can set up custom processes as required. 

Custom processes use a trigger and a filter, and the actions performed by the process can be customised to suit your requirements.

Viewing automation processes

Displaying the Automation dashboard

To display the Automation dashboard:

1. In FYI, select Automation.
2. The Processes tab displays.
   

• If you are an FYI Admin, or a user in a User Group with permissions enabled for Automations, you can add, change and archive processes and apps. You can also access the Process History tab. 
• If the User Group you belong to does not have permissions enabled for Automations, you will only see the Processes and Apps tabs. Edit displays as unavailable.
  
• Archived processes are hidden by default. To display them, select Archived on the Automation dashboard.
  

Grid view

Grid view displays the processes available to your practice as process cards.

Trigger icons

Custom processes display an icon on the process card to indicate the process Trigger:

• Scheduled: clock icon
• Manual: person icon
• Event: refresh icon

The trigger is configured when setting up a custom process.

Sample processes display without trigger icons.

Draft processes

Any sample or custom process with a Status of Draft displays on the Automation dashboard with a grey background.

A process can only run when its Status is set to Active. Draft custom processes can be reviewed and tested before they are activated.

Filters

Use the filters on the Processes tab to control which processes are displayed.

• Filter by Plan displays the processes available for the selected FYI subscription plan.
• Use Filter by App to display processes that have been set up for a specific app, for example, FYI, Outlook, Xero Ledger or Xero Tax.

Open in a new tab

Right-click an automation process card and select Open in new tab. The process opens in a new browser tab, while Grid view remains open in the original tab.

List view

To display your automation processes as a list, select List View. By default, the All view is selected, displaying Active and Draft processes in alphabetical order.

Select Grid View to display the processes as cards again.

To display Archived processes, update the Status filter.

List view excludes sample processes and displays as follows.

You can use List view to:

• Search for processes.
• Filter by App, Name, Owner, Status or Trigger.
• Sort the App, Name, Trigger, Status, Owner and Description columns in ascending or descending order.
• Add columns, for example, Last Run, Created By and Schedule.
• Select one or more processes to export, copy or archive.

For custom processes, the Trigger column indicates whether the trigger is Scheduled, Manual or New Document.

An FYI Admin, or a user in a User Group with permissions enabled for Views, can:

• Save and modify views in List view.
• Add or import a custom process from List view. Add Custom Process and Import are available from View Tools. In Grid view, these options are in the top right corner of the Automation dashboard.
• Export the displayed list of custom processes as a CSV file. Select a view or apply filters, then select CSV Export to generate and download the file.

Right-click a process to display the pop-up toolbar.

Running a process

Processes run according to their configured trigger. Processes with a Scheduled or Event trigger run automatically when their configured conditions are met. Manual custom processes can be run from Automation, supported workspaces or lists, or by another automation process, depending on the process configuration and the user's permissions.

Only processes with the Status set to Active can run. Draft custom processes can be tested before they are activated.

Refer to Running custom processes.

Managing processes

Opening and editing a process

For the relevant process, select the cog icon to edit it.

If you update the definition or steps in a custom process while that process is executing, the changes do not take effect for the process already in progress. It continues using the settings that were in place when the process started. If required, stop the process before making changes.

Copying a process

From List view, use Copy to duplicate a process.

1. Select List View to display the processes as a list.
2. Select Select, then select the checkbox for the process you want to copy. A toolbar displays at the top of the list. Alternatively, right-click the process to display the toolbar as a pop-up.
   
3. Select Copy and confirm the action.

An exact copy of the process is created with "- Copy" appended to the name, and the process is set to Draft. You can then edit the copy and make changes as required.

If you copy a sample process, the process is duplicated exactly, and you cannot change the trigger or filter in the copy.

Archiving processes

Processes can be archived in bulk from List view or individually from within the process. Processes cannot be deleted.

Restoring processes

Processes can be restored in bulk from List view or individually from within the process. To display archived processes in the list, update the Status filter and select Archived.