Jobs Overview

Jobs in FYI allow practices to maintain and streamline workflow management at both a practice and user level.

New Jobs are created by either synchronising from integrated practice management platforms, or created directly in FYI. Users can efficiently manage job timelines, file and organise documents, record time and collaborate with team members with tasks and comments, all at a job level.

Getting Started with Jobs

Synchronising Jobs from your Practice Management Solution

Jobs can be synchronised directly from your preferred practice management platform. The frequency and specific details that are synchronised are unique to each integration.

Job Types

There are three different Job Types available in FYI, depending on your FYI Plan:

Job Type	Job Type Icon	Intermediate Plan	Pro Plan	Elite Plan
Standard Job
Billing Job*
Workflow Job*

• Standard Job
  Recommended for practices when using a job per item of work, and not billing on a fixed fee basis. For example, a standalone job for client Tax Planning work and another standalone job for Tax work.
• Billing Job
  Recommended for practices when you are billing a client under a fixed fee agreement that incorporates different projects. For example, a Billing Job for 'Annual Compliance', with sub-jobs for Quarterly reports, Tax and Audit.
• Workflow Job
  Workflow Jobs are the "sub-jobs" attached to a Billing Job. When using Workflow Jobs, time on each Workflow Job is rolled up to the main billing job for fixed fee billing. Referred to as:
  
  • XPM Workflow Jobs for practices on the Pro plan.
  • FYI Workflow Jobs for practices on the Elite plan.

*For practices on the Pro plan, Billing and Workflow Jobs are available only when XPM Workflow Jobs are enabled. Practices must choose between enabling XPM Workflow Jobs or continuing to use Standards jobs, both cannot be used simultaneously. Once enabled, XPM Workflow Jobs cannot be disabled.

Configuring Job Settings

Jobs settings must be configured by an FYI Admin, including specifying which cabinets and categories jobs can be filed to, and enhancing security through specific Jobs Practice Settings.

Assigning Users to Jobs

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

There are different methods for assigning users to jobs, depending on your FYI plan, Practice Management Platform, and Practice Settings. Refer to Assigning Users to Jobs for detailed information.

Nominating the Primary Job

Nominating a Primary Job for a client in FYI allows you to select one or more jobs to act as Tracking Jobs while maintaining flexibility for other concurrent jobs. Primary Jobs must be enabled individually from the Job Drawer, and cannot be nominated in bulk.

Refer to Nominating the Primary Job for detailed information.

Displaying Jobs

There are various ways you can view and access job information in FYI. The Job Drawer and Job Workspace are designed to provide details for individual jobs, while Jobs Board and Jobs Lists offer broader visibility across multiple jobs.

Expand each section below for more information.

Jobs Board

Jobs can be displayed as a Jobs Board. This is a 'kanban' style board as an alternative interface to the Jobs List, where jobs are sorted into Job State columns, and job information is displayed on a Job Card.

Refer to Displaying the Jobs Board for more information.

Note: The Jobs Board is not available for practices on the Intermediate plan.

Jobs Workspace

The Jobs Workspace is displayed when an individual job is opened in FYI. Information is organised into tabs providing specific details related to the job, including Documents, Tasks, and Comments.

Refer to Displaying the Job Workspace for more information.

Jobs List

The Jobs List is displayed as default in a List format, featuring columns and rows containing important job information such as Client Name, Job Name, Job State and important job milestones. The Jobs List can be displayed from the following workspaces:

• Jobs List
• Client - Jobs
• Home - My Jobs

From the Jobs List, practices can also view the Jobs in a Group format. Refer to Grouping Jobs Lists and Using the Jobs Lists for more information.

Jobs Drawer

The Jobs Drawer is displayed when an individual job is selected from within Jobs lists. Information is organised in sections of the drawer, providing specific details when expanded.

Refer to Displaying the Job Drawer for more information.

Using Jobs

There are several key actions that users can take to manage jobs in FYI, including Creating and Editing Jobs, as well as Filing Documents against Jobs and Recording Time.

Job Features per Plan

The table below summarises the key Job features available per FYI Plan:

Feature	Intermediate	Pro	Elite
Standard Jobs
Billing Jobs
XPM Workflow Jobs
FYI Workflow Jobs
Time Sync with XPM
Maintain Job in FYI
Jobs List
Jobs Board

Creating Jobs

Jobs can be created directly in FYI using the following methods:

• Individually, by using the Create Job function. Users require Create Jobs permission to perform this action.
• In bulk (for practices on the Pro or Elite plan), using an Automation that includes the Create Job step. Users require Automations permission to perform this action.

Once a job is created, the Client cannot be updated. A new Job must be created, and associated details such as documents and tasks, moved to the new job. Any comments would need to be duplicated on the new job.

Editing Jobs

Job details can be edited directly in FYI using the following methods:

• Editing Individual Jobs:
  • Editing Jobs from the Job Summary
  • Editing Jobs from the Jobs Drawer
  • Editing Job Custom Fields
• Editing Jobs in Bulk:
  • Editing Jobs using Bulk Update

Note: All users can edit the Job State of a job. Editing further job details requires Edit Jobs permission.

Deleting Jobs

Jobs cannot be deleted from FYI, and will need to be deleted from your integrated Practice Management system. The job will be removed from FYI during the next synchronisation.

Alternatively, users can change the job state to Cancelled.

For detailed information on the synchronisation frequency, refer to your Practice Management integration articles in the section Apps and Integrations.

Important note: For practices integrated with XPM, if 100 or more jobs are deleted in XPM, it will take up to a month to fully remove the jobs from FYI, due to rate limiting. We are reviewing this limit and will be updated in a future release.

Filing against Jobs

When Jobs has been enabled for a Cabinet in Practice Settings, users can then file a document, email, or task against a corresponding job, allowing dynamic filing based on the work being prepared. Refer to Filing Documents in FYI and Filing Defaults. 

The associated documents will be displayed in the Job Documents tab and Job Drawer.

Users can also add Comments to jobs, to interact with their team directly in FYI. The comments will be displayed in the Job Comments tab, and where the Comment icon is displayed on the Jobs List and Jobs Board.

Recording Time on Jobs

Users can create time entries for active jobs in FYI, allowing practices to efficiently manage their time in one platform. 

Please note the following:

• For practices integrated with MYOB AE/AO, APS, CCH, IRIS or MYOB Practice Management, time entries created in FYI will not sync to your practice management solution.
• For practices integrated with XPM:
  • Pro plan: Time entries sync back to XPM. Time entries created in XPM will also sync to FYI.
  • Elite plan: Time entries are managed directly in FYI and do not sync back to XPM. 

For detailed information on Creating Time, refer to Time Overview.