Client Custom Fields

Custom Fields for Clients are displayed on the Client - Custom Fields tab in FYI. These Custom Fields can be used to identify additional information about the client, for example, to distinguish the client type (such as A, B or C grade clients), or to record additional address or contact information.

A Custom Field Definition refers to the name of the Custom Field, for example, Client Level. Custom Field Values refer to the contents within the Custom Field, for example, an option selected in a drop-down. To create new Custom Fields, refer to Managing Custom Fields.

Client Custom Fields will be displayed as a list, or if Custom Field Grouping is enabled, displayed in groups that can be clicked to expand and collapse each group as required. 

Using Client Custom Fields

Custom Client Fields can be used in a variety of ways in FYI, making it easier to engage with and manage your clients.

• Add one or more Custom Fields as columns in the Clients List and use this to sort and filter the Clients List. 
  
  
• You can use Custom Fields in the Merge Fields in email templates and in Word and Excel templates.
  
  
• Refer to the following:
  Including Merge Fields in Word Templates and Stationery
  Including Merge Fields in Email Templates and Signature
  Including Merge Names in Excel Templates and
  Including Merge Fields in Excel Templates.
  
  
• You can use Custom Fields in Custom Processes. Refer to Custom Processes.
  
  
• For Custom Fields containing a URL, click the link to open the page in a new browser tab.

Editing Client Custom Fields

Changes to Custom Fields can only be made by an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Custom Fields (refer to Managing User Groups).

If you have permission to edit Custom Fields, the Edit Custom Fields icon is displayed.

Clicking Edit Custom Fields allows multiple Custom Fields to be edited.

Use the Hide Blank option to toggle empty fields on and off from view. Your preference will be remembered the next time you visit the tab.

To edit Client Custom Fields:

1. In FYI, Client - Custom Fields, click Edit Custom Fields.
   
   
2. Enter or select the new value for the Custom Field.
   
3. Click Save at the bottom of the screen.
   
4. Changes will be synchronised as per the Synchronising Custom Fields section above.

Synchronising Custom Fields

Automated Synchronisation

When integrated with either Xero Practice Manager, GreatSoft, or a practice management system via Practice Sync, the frequency of the automated synchronisation of Custom Fields will depend on your chosen integration.

Refer to the Synchronisation articles in the Apps and Integrations sections for details on your specific integration.

Note: Practices integrated with Xero Practice Manager with FYI as Primary for Client Maintenance enabled will have a different synchronisation frequency from the standard Xero Practice Manager integration. Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data.

Manual Synchronisation

A manual synchronisation with the Xero Practice Manager of Client Custom Fields can be prompted from:

• The Xero Practice Manager app via Automation - Apps (FYI Admins only).
• From the Client List.

Refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

Sync from PM

The Sync from PM button at the bottom of the Custom fields table is used to sync the values for Client Custom Fields for the specific client from your practice management software to FYI.

The Sync from PM only syncs the values for the Custom Field for that Job i.e. the options selected for each field. The Manual or Automatic sync method must be used to synchronise the Custom Field definitions.

For practices on the Elite plan where FYI has been enabled as the Primary Source for Client Data, the Sync from PM button is not available. Custom Field values are synchronised from one-way from FYI to XPM only. 

Pending Sync for Xero Practice Manager

Clients waiting to be synchronised with Xero Practice Manager will be marked with a 'Pending Sync' tag displayed next to the Client Name on the Client - Summary tab. The Pending Sync status prevents updates from being overwritten by changes made in Xero Practice Manager, either by an automatic sync or if the Sync from PM button in FYI is clicked. Once the updates have synced to Xero Practice Manager, the tag will be cleared.

When a Client is marked as Pending Sync, custom field changes made in XPM will not be synchronised.

Clearing Client Custom Fields

Click the X next to the Custom Field to remove the selected value. For text fields, highlight the content and press the Delete button on the keyboard.

Grouping Custom Fields

Custom Fields can be displayed as a Group or a List.

Click the Group button in the top right-hand corner to display Custom Fields in separate groups, with each group able to be expanded and collapsed by clicking the Group Name. An FYI Admin can manage which Custom Field belongs to which Group, and the order the Custom Fields are displayed in. Refer to Grouping Custom Fields.

To re-display the Custom Fields in a single list, click the List button.

When navigating between the Employee, Client, and Job Custom Field tabs, your choice of Group or List view is automatically retained. The Group that is currently expanded will remain expanded.

Reordering Client Custom Fields

The display order of Client Custom Fields can be maintained by an FYI Admin, allowing practices to reorder the Custom Fields to their preference. Refer to Managing Custom Fields.

Search Custom Fields

Use the Search field to search in the Client Custom Fields. As you type, the fields will be updated to display matching results.

Custom User Roles

As well as the Custom Field Types that are available in your practice management software, there is an additional Type of "User" which is used to add Custom Fields in FYI that are Custom User Roles for Clients and/or Jobs.

Custom User Roles allow a value for a Custom Field to be selected as one of the active users in FYI user so that customised user roles can be set up. For example, a Custom User Role can be used to record the user who is assigned to additional categories such as Accountant, Bookkeeper, Team Coordinator, Supervisor, etc.

Custom User Roles can only be added and maintained in FYI. If the Custom User Role applies to both Clients and Jobs, when creating a job using the + Create button, the job will automatically inherit the Custom User Roles selected for the client.

Refer to Custom User Roles

Creating Web Links

Clickable links will be created for custom fields with the type of URL or Text, if the Text Field value has been entered to match one of the following formats:

• https://webaddress.com
• https://www.webaddress.com
• www.webaddress.com
• webaddress.com

You cannot combine multiple links, or text with a link, otherwise the field will not be clickable. For example, entering "www.mycompany.com and www.mybusiness.com" will not become clickable.