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
This Custom Process is designed to send a reminder Task to the partner to call the client if there has been no partner contact in 90 days.
Watch the tutorial or follow the steps below to learn how to import and run the processes for internal reminders to contact clients based on partner activity.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
What's Included
This process will be set to run on a yearly Schedule.
When importing this automation the following items are included:
Custom Fields
The following Custom Fields and their associated details are used for these processes:
| Name | Type | Applies To |
| Last Partner Activity | Date | Client |
Custom Views
The following Views and their associated details are used for these processes:
| Name | Type | Filters |
| Active Clients | Client View | N/A |
| Partner Activity | Document View | Created by = Name/s of Partner/s Modified On = Relative, Yesterday Type = Email, Meeting and Phone |
| Partner Activity > 90 Days | Client View | Last Partner Activity* = Relative, Older Than 90 Days |
*This field is a custom field and will not be configured in your view on import. You will need to update the view with this custom field and filter as suggested above. See Sorting and Filtering Lists for more information
Summary of the Custom Processes that will be imported
This involves importing and running the following custom processes:
-
"Last Activity by Partner - Update Client"
Automatically tracks the date that your partners last interacted with their clients. Using the imported document view to check when the last activity was, the Automation process then updates a Custom Field "Last Partner Activity" in the client record with that date. This date is then available in FYI and, for practices integrated with Xero Practice Manager, it also syncs to Xero Practice Manager.
-
"Last Partner Activity - Send Reminder"
Using the imported client view, this checks the date in the "Last Partner Activity" Custom Field for each client and automatically triggers a task as a reminder when a client has not been contacted in more than 90 days.
- There is also a one-off process that needs to run initially, "Last Activity by Partner - Initial Update of Client". This adds today's date to all clients so that the date can start being updated daily.
Once the daily processes are set as active, it will take 90 days to build up the history of when the Partner last contacted the client. No Tasks will be sent as reminders during this time.
Importing this Custom Automation
Click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes.
What's Next
Ensure you Review your Automation, Templates and Views.
Templates can be located in your Knowledge workspace, you can review and personalise any imported templates, ensure that you set the Template Status to active when you've finalised your review and customisations.
Review and update the Process Controls and Process Steps for your Automation. Specific comments have been added to the steps where action is required. These will display in blue.
After reviewing all items for your Automation, ensure you Test the Automation. When ready, set the Status of the Automation to Active.