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
There are different ways in which Custom Processes are run, depending on how they are set up and your access.
Where to Run Custom Processes
Manual Custom Processes
When creating a manual Custom Process, users can select where the Automation Process can be run from. Refer to Setting up Custom Processes.
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From Workspaces - Where a Manual Custom Process has been set up with the Filter set as "Client - Select Filters", "Client - View" or "Job - View", it can be run directly for the specific client from the Client workspace in the Client - Processes tab or the Job - Processes tab. Employee Processes with a filter of "Employee - View Filters" can be run from the Employee - Processes tab.
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From Lists - Custom Manual Processes can be run directly from the Client, Jobs, and Documents Lists in FYI for up to 50 selected items. This includes running automations from lists within the Workspaces, for example, from the Client - Documents list. Automation Processes using the CSV Import Automation Filter to import data can be run for a CSV Document for a Document List.
- From Process Step (another Automation) - Any Manual Custom Process can be run by opening it from Automation - Processes. Processes can only be accessed in this way by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.
Scheduled Custom Processes
A Scheduled Custom Process runs automatically according to the schedule that has been set up. These processes cannot be run manually at another time outside the schedule.
Running Custom Processes
From a Workspace
Automation Processes can be run from the following Workspaces:
To run a process from a Workspace, the user must belong to a User Group with the "Run from Workspaces" permission enabled. Refer to Managing User Groups.
For the relevant client, display the Client - Processes tab.
The Client - Processes tab displays any active Automations and Custom Processes that have been set up to run manually and that can be run for a selected client.
To run one of these for the selected client:
- Click the Run button next to the relevant Process on the Client - Processes tab.
If relevant to the Process, a prompt displays for you to select, for example, the Job that any emails or documents created by the process will be filed under, or to run the process as defined. - Click Run.
The process runs for the relevant client.
Note: Where a Client filter has also been applied to a process for selected clients, the process displays in the Client - Processes tab for all clients, not just to those whom the filter applies.
Automations and Custom Processes that have been set up to run manually and that can be run for a selected client are also displayed in the Job workspace from the Job - Processes tab.
The process is run in the same way as from the Client - Processes tab.
When you are prompted to select the Job (under which to file any documents created by the process) the current Job displays as default.
Plan availability: Elite Plan
- Navigate to Practice - Employees to access the Employee workspace.
- Click the relevant employee's name.
- Click the Processes tab. A list of the manual Employee Processes will be displayed.
- Click Run. The process runs for the relevant employee.
Refer to Employee Processes and Process History.
From Lists
Running a manual Automation Process from a list allows users to run the automation in bulk, for example, for selected clients from the Client list.
This function is available for the following Lists in FYI:
Automation Processes can also be run from Lists displayed within a Workspace, for example, the Client - Jobs tab, or the Job - Documents tab.
To run a process from a List, the user must belong to a User Group with the "Run from Lists" permission enabled. Refer to Managing User Groups. The Automation must have also been enabled to use the From List setting. Refer to Setting up Custom Processes.
To run an Automation from a List:
- Navigate to the list, for example, Clients list.
- Use the tick box to select one or more options, for example, to select multiple clients. The Automation process will only run for the selected options.
- Click the Run Automation button displayed in the toolbar.
- The Process pop-up window is displayed.
- Select the Process from the drop-down box.
Only active manual Automation processes configured to use an appropriate Filter will be displayed. For example, Automation Processes using a Job Filter will not be displayed on a Client List. Refer to Setting up Custom Processes.
Note: When running an Automation from a List, the process will run for all items selected in the list, regardless of the Automation filter criteria. For example, using an Automation to email a segmented client list will run for the clients selected in the list, not just those in the required segment.
- The Run window will be displayed. The list will be displayed differently, depending on the selected Automation Filter.
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Before proceeding, always check that the number is what you are expecting, for example, 45 clients. The number will be displayed before the list.
Note: Only the first five records in the list (for example, clients or jobs) will display in the Run screen. Once run, the automation will run against all records in the list, that meet the filter requirements.
Filter Type: View Filter or Client - Select FiltersThe following is an example of running a Custom Process from the Client list.
Filter Type: CSV Data ImportThe following is an example of running an import for Chargeable Time from a Documents list.
Note: If the Run 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 Filter setting Run Once Per Row has been enabled, and the import has already been run for the selected file.
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.
- A loading box will be displayed in the bottom right-hand corner while the process is initiated.
- To view the status of the process, refer to the Process History tab, for example, Client - Process History. To view the history for all automations, refer to the Automation Process - History tab. Refer to Automation History.
From Automation Processes
An FYI Admin, or a user in a User Group that has Permissions enabled for Automations, can run any Manual process from Automation - Processes. You can run a draft or an active process.
- Edit the process from Automation - Processes.
- Click Run.
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The Run window will be displayed. The list will be displayed differently, depending on the selected Automation Filter.
Before proceeding, always check that the number is what you are expecting, for example, 45 clients. The number will be displayed before the list.
Note: Only the first five records in the list (for example, clients or jobs) will display in the Run screen. Once run, the automation will run against all records in the list, that meet the filter requirements.
Filter Type: View Filter or Client - Select FiltersThe following is an example of running a Custom Process from the Client list.
Filter Type: CSV Data ImportThe following is an example of running an import for Chargeable Time from a Documents list.
Note: If the Run 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 Filter setting Run Once Per Row has been enabled, and the import has already been run for the selected file.
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.
Automations Already In Progress
Requesting to Run a Process that is already in Progress
If you try to run a Process that's in progress, a message displays similar to the following
- "This process is already in progress for this client".
If required, you can stop the Process. Refer to Stopping a Process that is in Progress.
Changes to Processes In Progress
If you update the definition or steps in a Custom Process while that process is executing, any changes will not take effect for the executing process. It continues with the settings as when the process started.
To make changes to the process, you should first stop the automation, make the required updates, and click Run Again. The process will be run using the updated configuration for any items in the filter where the process has not already been executed.
Note: if there are changes to the contents of the Templates, those changes will be applied to the process that is being executed. Selecting a different Template altogether will not update the process.
Changes to Assigned Manager or Partner (in a Job or Client)
"Manager" or “Partner” can be selected as the Assignee in the Create Task steps, Sender in the Create Email steps and as the Owner or Approver in the Workflow section of steps.
While a process is in progress, if the user that is selected as the Manager or Partner for a Job or Client is changed, the new user will be selected when the step is processed. It will not use the Partner or Manager that was selected when the process started. This is especially relevant if the process includes a Create Task that is a blocking Task, or if a Delay step is added to the process.
- For a process that is run for a Client, the Manager or Partner is taken from the Client Details.
- For a process that is run for a Job, the Manager or Partner is taken from the Job Details.