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The Client - Summary tab gives a snapshot of what is happening for a client. This includes client and group information, client details, pinned or recent documents, and tasks related to each client. Users can also enter details of phone calls, file notes and meetings for the client.
The following is an example of the Client - Summary for an "Individual" client.
The following is the Client - Summary for a "Company" Client.
The Client Details (on the left-hand side of Client Summary) shows the general information for the client. The right side allows users to easily record Client Interactions (phone calls, file notes, and meetings), with pinned or recent documents and tasks displayed further below.
Client Details
The Client Details section displays general information for the client, including the Client Name, Business Structure, and more.
Client Detail Icons
Within the Client Details section, icons are displayed to represent key information and actions.
| Icon | Details |
|
Edit Client |
Displayed for FYI Admins and users with Edit Client permissions. Click the pencil icon to begin editing the client. |
|
Open in PM |
For practices integrated with Xero Practice Manager, this button will open the client record in XPM in a new browser tab. |
| Pending Sync |
Displayed when the client is waiting to be synchronised with Xero Practice Manager. When Pending Sync is displayed, updates will not be overwritten by a user running a manual sync via the Sync from PM button, including any Custom Field changes made in XPM. Note: Pending Sync will only be displayed for practices integrated with Xero Practice Manager. |
|
Primary Contact |
Displayed if a field has defaulted to the Primary Contact information, for example, the Email, Salutation or Addressee. Click the icon to be redirected to the Contacts tab to view the details for the Primary Contact. |
|
Tooltip |
Displays when there is information relevant to that field. For example, where fields are not synchronised with Xero Practice Manager. Click on the tooltip to view further details. |
Client Detail Fields
The Client Details section displays fields that provide key information about the client.
| Field | Details |
| Groups | The Group/s that the client belongs to. |
| Structure | The Business Structure associated with the Client. For example, Individual or Company. |
| Name |
The client's Name, also displayed in the Clients box in the menu bar. For practices using FYI as the Primary Source of Client data, the Name can be managed directly in FYI. For all other practices, the Name is maintained via your practice management software. Note: For individuals, the Name field is independent of First and Last Name. For practices using FYI as the Primary Source of Client data, this field only displays when Editing Client Details. For "Archived" or "Unmatched" clients, the Name of the client can be changed by clicking the Name field. Make the changes and then click the Tick icon to save the change (or click the X icon to not save the change). |
| First Name Last Name Other Name |
Displayed only when the client Structure is set to Individual. |
| Export Code Client Code |
The Export Code or Client Code can be used when searching for a client in FYI. Enter all or part of the Export Code or Client Code in the same way as you would enter all or part of the Client Name to find a client. For "Archived" or "Unmatched" clients only, the Name of the client can be changed (refer to Archived Clients, Resolving Unmatched Clients and Unmatched Client Import). Click the Name field, make the change to the Name and click the Tick icon to save the change (or click the X icon to not save the change). This can be useful when clients are imported as part of the migration and if they have been imported as Unmatched Clients where they have the Client Codes instead of names. Note: Client Code is not available for UK sites. |
| FYI Client ID | The FYI Client ID is a unique system-generated number assigned when a client is created in FYI, and used by New Collaborate as well as the Bulk Export and Migrate functions. For example, when a new Client Folder is created on the New Collaborate SharePoint site, the FYI Client ID code will be included in the folder name. |
| Contact | For practices integrated with Xero Practice Manager, the Contact field displays the name of the Primary Contact. If a Primary Contact has not been selected, the Contact field will be blank. |
| Salutation |
The preferred name for the Client, and can be used as a merge field when creating documents and emails. The Salutation field will default to the Primary Contact's Salutation, or remain blank if a Primary Contact is not selected. For practices where FYI as Primary for Client Maintenance is enabled, entering a Client Salutation on the Client - Summary tab will override the default Primary Contact details. |
| Addressee |
Used to personalise correspondence by identifying the recipient, for example, "The Directors" or "Mr F. Marshall". This field can be used as a merge field when creating documents and emails. The Addressee field will default to the Primary Contact's Addressee, or remain blank. For practices where FYI as Primary for Client Maintenance is enabled, entering a Client Addressee on the Client - Summary tab will override the default Primary Contact details. |
| Client Email |
The client's email address. The Email field will default to the Primary Contact's email address, or remain blank if a Primary Contact is not selected. For practices where FYI as Primary for Client Maintenance is enabled, entering a Client Email Address on the Client - Summary tab will override the default Primary Contact details. Click the client's Email link to open the Create Email drawer with the Client and Email address added directly. |
| Phone Number |
The client's phone number. Click the Phone number to create a Phone Call record. |
| Mobile Number |
The client's mobile phone number. The Mobile field will default to the Primary Contact's mobile number or remain blank if no Primary Contact is selected. For practices where FYI as Primary for Client Maintenance is enabled, entering a Client Mobile Number on the Client - Summary tab will override the default Primary Contact details. Click the Mobile Number to create a Phone Call record. |
| Assigned Users (click to expand) |
The Assigned Users section displays a list of "User" Type Custom Fields, allowing practices to easily see at a glance all Custom User Roles assigned for the client. Note: This section is only displayed for practices where FYI as Primary for Client Maintenance is enabled. Other practices can view all Custom Fields on the Client - Custom Fields tab. |
| Tax & Company section (click to expand) |
The Tax & Company section holds details from your practice management software such as Business Structure, Tax Number, Account Number. |
| Physical Address Postal Address (click to expand) |
The Physical Address sections are used to maintain the addresses for the client. The Address Search field uses the Google Maps API to automatically search for addresses. Click in the field and begin entering an address, autocomplete results will be displayed underneath and refined as you type more details. Click an address to automatically populate the address fields below. If the Postal address is the same as the Physical Address, click the Same as Physical Address minus symbol to change it to a tick. The Postal Address fields will be hidden accordingly. When creating documents using the Client Postal Address, the Physical Address details will be used. |
| Group Members (click to expand) |
The Group Members section displays a list of all the clients that are members of the same Client Group as the displayed client. Click on a client in the Group Members for quick access to display that client. |
Client Interactions
You can enter a record of any Phone Calls, File Notes or Meetings directly from the Client - Summary tab.
Refer to the section Recording Client Interactions.
Recent Documents
The Client - Summary tab displays the 5 documents most recently modified for the client. The user name that modified the document will be displayed, along with the date and time the document was modified.
Click on the relevant row to open a document.
If the client has Pinned Documents, this section will be replaced by the Pinned Documents section.
Pinned Documents
If documents have been pinned for the client, including documents on the client jobs, the Client - Summary tab will display a Pinned Documents section.
All users in the practice with permissions to access the client and the documents will be able to see this section, for fast access to key documents, e.g. File Notes. Up to 5 pinned documents will be displayed. Click on the relevant row to open the pinned document.
If the client does not have any pinned documents, the Recent Documents section will be displayed.
Tasks
The Tasks section displays the most recent tasks for that client. The Assignee will be displayed, along with the Due date.
Click on the relevant row to open the task.