Automatically Bulk Update Job Type from Standard to Workflow Job

This example details how to set up a Custom Process to convert Standard Jobs to Workflow Jobs. This Custom Process can be used when upgrading to the Elite Plan to convert jobs migrated as Standard Job Types to Workflow Job Types for streamlined billing. For more refer to Job Type Overview. 

Note: Job Templates need to be configured prior to creating this process as a Job Template must be applied when updating a job from Standard to Workflow job type. 

Create the Billing Job

Billing Jobs must be created for each client first as Workflow Jobs need to be linked to a Billing Job. This step is required before converting Standard Jobs to Workflow Jobs. For more refer to Converting Standard Jobs to Workflow Jobs and Creating Jobs from Job Templates (Elite). 
Note: Jobs can be created automatically as part of this Custom Process in the first step where an existing Billing Job is not located, refer Add the Step to Look Up Job. 

Create a Job List View

To run this process to convert Jobs, a view needs to be created that will be used in the Custom Process.  Refer to Saving Changes to the View Layout, Modifying and Deleting Views.

1. Include the Job Type column in the view.
2. Filter the Job Type column to include all "Standard" jobs. 
3. Optional: Include the State column in the view. Filter to include all open Job States, for example In Progress. This will ensure the conversion is only being applied to current jobs.  
4. Save the view, for this example as "Z.All Standard Jobs".

Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
2. Add the Name of the Process, in this example, this is "Convert Standard Job and Link to Billing Job (Migration)".
3. If required, add any additional description of the Process in the Description.
4. Select Manual as the Trigger. This Custom Process is designed to run only once as part of the migration to Elite. 
5. Select "Job - View Filters" as the Filter Type and select the "Z.All Standard Jobs" View. This process will convert the jobs that meet the Job View criteria. Refer to Create a Job List View. 
6. Ensure Run Only Once Per Job is selected for the automation run once per job. 
   
   The following is an example of the Custom Process set up to run on a Manual basis. 
   

Add the Step to Look Up Job

1. Click the Add Step and select Look Up Job.
2. Apply Search Filters to locate the job. In this example, the following filters used are:
   • Client: Current Client
   • Type: Billing
     Ensure the "Billing" type is included, as the standard job to be converted in the next step must be linked to a Billing Job.
     
     Note: Consider adding additional criteria such as Job Name and/or Job Custom Fields to ensure the correct job is located.
     
3. Update If Job Not Found option. It is recommended to either select "Stop Process" or create the billing job with "Create Job" option.
   Note: If Billing Jobs already exist, use "Stop Process" to check the client's jobs and retry after verification to avoid potentially creating duplicate jobs.
   
   In the event Billing Jobs do not exist the "Create Job" option can be used. For this example, the Create Job is used as follows: 
   • Client: Current
   • Type: Billing
   • Template: select your appropriate Job Template for these jobs
   • Assign your State, Category, Start Date, Due Date, Manager, Partner, Description and any required custom fields. Note: Consider using Merge Fields to dynamically populate this information. Refer to Including Merge Fields in Automations.
     

Add the Step to Update Job

1. Click Add Step and select Update Job. The Update Job action allows the system to convert the Standard Job to a Workflow Job Type. 
2. Ensure the Job selected is the {{ TriggerJobJob }} this can be selected in the Merge Field window by clicking the {  } icon. Refer to Including Merge Fields in Automations.
3. Update the Type to Workflow.
4. Apply the appropriate Job Template.
5. Link the job to the Billing Job using Merge Field {{ Step1JobBillingJob }}. This is linking the newly converted Workflow Job to the existing Billing Job that is either located or created in step 1 of the process.
6. Populate all remaining fields as required. Note: if you wish to apply all the same details you can use the Trigger Job Merge Fields as per this example.
   

Testing a Manual Custom Process

When setting up a Custom Process, it is very important to test it to ensure it is working as expected.

1. Click Test.
2. The Select Test pop-up displays a list of the Jobs based on the Filter that has been set up in the Process.
3. From the Select Test, search and select a specific Job to run the test for.
4. Click Run Test.
5. Navigate to the jobs list in the relevant client's workspace to review the workflow job.

Refer also to Testing Custom Processes.

Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

Running the Process

To run your custom process, as this is updating jobs in bulk, it is run from Automations - Processes. It can be run by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.

1. Edit the Process from the Automations - Processes tab.
2. Click Run.