Automation Process Filters

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

Automation Process Filters are used to determine what information is or is not included in the process.

Each filter contains various settings to be configured, for example, if the Automation Process can be run only once for each client. When creating a Process, the Filter will also determine which steps are available to be added.

When running a process from a List, the Filter will be used to determine which Processes should be displayed. For example, Automation Processes with "Client - View Filters" selected will be available from the Clients Lists.

Note: Filter settings do not apply when running a process from a list, including the restriction to run an automation only once per client.

Filter Settings

Filter Types

View Filters

The Filter Type allows you to select the source of the data. Depending on the Filter Type selected, different Views and Process Steps will become available.

The follow Filter Types are available, depending on your Practice Management source:

Documents
Job
Clients
Tasks
Practice Activity
Invoice
Time Entry
Form
Employees
Imported CSVs

Documents
Job
Clients
Tasks
Practice Activity
Imported CSVs (this feature is currently in beta for the FYI Pro Plan. Learn more about beta registrations.)
Form (Elite plan only)
Employees (Elite plan only)

Select Filters

The "Select Filters" type is only available to "Client - Select Filters". A range of client fields, including custom fields, will be displayed. The user will be able to update each field to filter the data from within the Automation Process, removing the need to create a view.

Event Filters

The Event Filters are only available to processes configured with Event - Trigger. There are four filter options that determine what type of event will trigger the automation:

New Client and New Job run whenever a new client or job is created or synchronised to FYI
Client Update and Job Update run when a specific selected field is changed, including when the field value is removed, allowing the automation to run when specific fields have changed, For example, mobile number, Partner, or other key details.

Refer to Process Trigger Details - Event.

View

The Views available to select from will depend on the chosen Filter Type, and if the View has been enabled for Automations. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.

If you want to make the process available for all Clients, Documents, Jobs, Tasks, Practice Activity Events, Invoice, Time Entry, or Employee, you would select a view that shows "All".

'Run Only Once Per' Option

The Run Only Once Per option controls how often a process runs against a client, job or other record, such as documents. It prevents duplicate processes from being created for the same client, job or other record.

For example, if a process with a Job - View Filter should only run once per job, the "Run Only Once per Job" option should be selected.

Note: This option is not available when an Event - Trigger is selected.

1850_Process_View_Filter_Job

When selecting Run Only Once Per option:

It is only available when using a "View Filters" Filter Type. For example, Run Only Once Per Job, or Run Only Once Per Client. This option is not available for "Client - Select Filters".
The Run Only Once Per option does not apply when running an automation from a list.

When the Run Only Once Per option is enabled for a manual process with From Workspace selected:

The alert message “This process is already in progress for this client” displays only if the automation is currently in progress.
If the automation has already completed or was manually stopped, the Workspace does not display an alert that it has already been run.

Filters

The follow Filter Types are available, depending on your Practice Management source:

Filter	Details
Client - Select Filters	Allows the user to select from the client fields, including custom fields, to search for matching clients. Refer to Setting up Custom Processes.
Client - View Filters	Returns the Views from the Clients Lists. For example, a view may have been created to display clients with a Custom Field "Mail Merge" set to "True". Refer to Using the Clients Lists.
Documents - View Filters	Returns the Views from the Documents Lists. For example, a view may have been created for Signed Documents. Refer to Using the Documents Lists.
Job - View Filters	Returns the Views from the Jobs Lists. For example, a view might have been created for all Jobs where the name contains the phrase "Annual Compliance". Refer to Using the Jobs Lists.
Task - View Filters	Returns the Views from the Tasks Lists. For example, a view may have been created to show overdue tasks. Refer to Using the Tasks Lists.
Practice Activity - View Filters	Returns the Views from Practice Activity. For example, a view may have been created based on the event status of Action Required and Failure. Refer to Practice Activity.
Invoice - View Filters	Returns the Views from the Invoices List. For example, a view may have been created to display overdue invoices. Refer to Using the Invoices Lists.
Time Entry - View Filters	Returns the Views from the Times lists. For example, a view may have been created to display draft time entries. Refer to Displaying and Updating Time Entries.
Form - View Filters	Returns the Views from the Forms document lists. For example, a view may have been created to display Submitted Forms. Refer to Setting Up a Custom Process for Form Management.
Employee - View Filters	Returns the Views from the Employees Lists. For example, a view may have been created to display employees with an upcoming Employee Performance Review date. Refer to Practice Employees.
CSV Data Import	Returns a list of Document Views filtered specifically by the CSV File Type, to allow the user to select a CSV file. The data can be imported using Merge Fields in the Procession Automation Steps, for example, to create new clients or Disbursement Entries. Refer to Process Filter Details - CSV Data Import. This feature is currently in Beta for the FYI Pro Plan.

Filter	Details
Client - Select Filters	Allows the user to select from the client fields, including custom fields, to search for matching clients. Refer to Setting up Custom Processes.
Client - View Filters	Returns the Views from the Clients Lists. For example, a view may have been created to display clients with a Custom Field "Mail Merge" set to "True". Refer to Using the Clients Lists.
Documents - View Filters	Returns the Views from the Documents Lists. For example, a view may have been created for Signed Documents. Refer to Using the Documents Lists.
Job - View Filters	Returns the Views from the Jobs Lists. For example, a view might have been created for all Jobs where the name contains the phrase "Annual Compliance". Refer to Using the Jobs Lists.
Task - View Filters	Returns the Views from the Tasks Lists. For example, a view may have been created to show overdue tasks. Refer to Using the Tasks Lists.
Practice Activity - View Filters	Returns the Views from Practice Activity. For example, a view may have been created based on the event status of Action Required and Failure. Refer to Practice Activity.
Form - View Filters (Elite plan only)	Returns the Views from the Forms document lists. For example, a view may have been created to display Submitted Forms. Refer to Setting Up a Custom Process for Form Management.
Employee - View Filters (Elite plan only)	Returns the Views from the Employees Lists. For example, a view may have been created to display employees with an upcoming Employee Performance Review date. Refer to Practice Employees.
CSV Data Import	Returns a list of Document Views filtered specifically by the CSV File Type, to allow the user to select a CSV file. The data can be imported using Merge Fields in the Procession Automation Steps, for example, to create new clients or Disbursement Entries. Refer to Process Filter Details - CSV Data Import. This feature is currently in Beta for the FYI Pro Plan.

Updating the Filter

The filter used by a process can be changed when editing a process. When the filter is changed, the process checks whether each step is still compatible with the selected filter.

If any steps reference trigger context that the new filter does not support, for example, merge fields, the process is set as Draft, and affected steps display a validation error. For example, if a process previously used a Job filter and a step included Job Merge Fields, changing the process filter to Client may result in validation errors on the steps that reference that merge field.

Any validation errors should be resolved before the process can be tested and marked as Active.