Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
It's important to review and test automations before marking the process active, to ensure they are configured correctly and run as expected.
Users with Automations permission can review and test custom processes. It is recommended that users also have permissions enabled for Views, Templates and Custom Fields, to ensure that any related fields can be reviewed and tested, where required.
Reviewing Processes
Whether a Custom Process has been created manually, or imported from the FYI Automation Library, the automation should always be reviewed, to ensure all the relevant steps, documents and actions are configured correctly.
Users should check and review the following automation details, before testing the process:
| Automation Details | Review |
| Name and Description |
Review the process name, and ensure it is clear and easy to search. Where applicable, add relevant prefixes such as division name, for example 'Internal', to make related automations easier to find. Tip: For processes imported from the Automation Library, the pre-fix "FYI" can be removed. |
| Trigger |
Review the Trigger and confirm whether the process should be scheduled or be manually run. For processes that are scheduled, check the Start Date, End Date and frequency are correct. |
| Run From | For processes that are triggered manually, ensure the correct option is select to control where the process can be run from. |
| Filter |
Review the Filter and ensure the correct view or filter has been selected. For imported processes, the configured view is determined by the view selected in the import mapping process. |
| Owner |
The Owner is set as the user who created the process. Update this where required. Tip: If the the Custom process fails, a notification email is sent to the Owner. |
| Steps |
Review each automation step where applicable, including:
|
Testing Processes
The Test option allows users select one specific item to run the process on. The test runs in the same way as when the process is active. For example, the process may create emails, documents, tasks, comments, or import a single row from a CSV data file.
Manual and Scheduled Processes can both be tested using the same process, however additional information is displayed where an Automation Process uses the CSV Data Import Filter.
To test an automation:
- From Automation - Processes, edit the relevant Custom Process.
- Click the Test button.
- The Select Test pop-up displays.
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Select an item to run the test for. The list will be displayed differently, depending on the selected Automation Filter.
Filter Type: View Filter or Client - Select FiltersThe following is an example of running a test for a Custom Process that has a Filter set for clients who have "Bookkeeping - Quarterly" set in the Custom Field "Service".
The following is an example of running a test where the Filter is set up for a Document View.
You can also use the Search at the top to locate what to run the test for.
Click Ignore Process Filter to set the option to "Yes" to display all Clients, Documents, Jobs, or Tasks as relevant, not only those picked up by the selected Filter.
Filter Type: CSV Data ImportClick to select a row from the CSV to use for the test. If required, you can search for a specific row using the Search field.
Note: If the Test screen does not display matching results, check the following:- If the Match Clients during Validation option from the Process Filter has been selected, but a matching client cannot be found.
- The selected CSV file contains more than 10,000 rows.
If the file contains invalid rows, click the link to download the Error Report. Correct the data in the CSV and reimport the file into FYI before running the Automation Process.
- Click Run Test.
After testing the Automation Process, an entry will be added to the Process History tab.