Editing Jobs from the Job Summary

Plan: Available: All plans

Users: Not Available: All users Available: FYI Admins or User Group permissions

Practice Management Source: Available: All sources

Individual jobs can be edited directly in FYI, allowing users to update key information such as Job Name, State, and Custom Fields. 

This article explains how to edit a Job from the Job - Summary. Jobs can also be edited using the Job Drawer or Editing Jobs using Bulk Update.

Note: All users can edit the Job State of a job. Editing further job details requires Edit Jobs permission.

Editing a Job from the Job Summary

  1. Navigate to the Summary tab in the Jobs workspace.
     
  2. Click the Edit Job button.
    4021_Edit_Job_Icon.gif

  3. Edit the Job Details. Job Fields based on your FYI plan and User Permission can be edited.
    Expand the section below to display an example of the Edit Job workspace relevant to your FYI Plan.

    Intermediate Plan

    The following is an example of the Edit Job workspace for practices on the Pro Plan with XPM as the PM source, and both XPM Workflow Jobs and FYI as Primary for Client Maintenance enabled.

    4024_Edit_Job_Window_FYI_Primary_Enabled.gif

    Pro Plan

    The following is an example of the Edit Job workspace for practices on the Pro Plan with XPM as the PM source, and both XPM Workflow Jobs and FYI as Primary for Client Maintenance enabled.

    4024_Edit_Job_Window_FYI_Primary_Enabled.gif

    Elite Plan

    The Edit Job workspace will vary depending on your Practice Management Source.

    FYI XPM

    The following is an example of editing a Workflow Job for practices on the Elite Plan with FYI selected as the Practice Management source.

    When editing a Billing or Standard Job, certain fields will be available based on the Job Type. Refer to Editing Job details for further information.

    Important Note: For practices integrated with XPM, Workflow Jobs are maintained in FYI only.

    4025_Edit_Job_Window_Elite_workflow_job.gif

  4. Click Save.

Pending Sync Status

For practices integrated with Xero Practice Manager (XPM), Jobs created in FYI will be synchronised to XPM, and a Pending Sync tag will appear on the Job - Summary tab to prevent updates from being overwritten by changes in XPM. Once the updates have synced to XPM, the tag will be cleared.

Note: It's recommended that when the Pending Sync tag is displayed, that no further edits are made to the job until the sync has completed.

Plan Details
Pro plan 

Elite plan with XPM as the PM source

When XPM Workflow Jobs is enabled in FYI, after the Billing Job has synced to XPM, XPM Tasks for the associated Billing Job can be added directly in XPM. On the next synchronisation with FYI, the XPM Workflow Jobs will be created in FYI.

For information on Job Fields that synchronise to XPM, refer to Xero Practice Manager Synchronised Fields.
Elite plan with FYI as the PM source

The Pending Sync tag appears only when a Standard or Billing Job has been created. Workflow Jobs are created and maintained in FYI only, and will not synchronise with XPM.

For information on Job Fields that synchronise to XPM, refer to Xero Practice Manager Synchronised Fields.

Job Summary Details

Job Details

The following Job Details can be edited from the Job - Summary tab. Editable fields will depend on your FYI Plan, Practice Management Source, User Permission and the Job Type selected.

Intermediate Plan
Job Details Action
Name Update the Name of the Job.
State Update the Job State.
Cabinet If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Budget Update the Budget for the Job as a monetary amount. For example, 1,200.00.
Start and Due Date Update the Start and Due dates for the Job.
Manager Update the Manager assigned to the Job.
Partner Update the Partner assigned to the Job.
Description Update the description for the Job.
Pro Plan
Job Details Action
Name

Update the Name of the Job.

XPM Workflow Jobs enabled
The name of XPM Workflow Jobs cannot be edited in FYI.
Users can add a Label to the XPM Task directly in XPM. Any changes to the Label will sync to FYI and will update the XPM Workflow Job name.
State

Update the Job State.

XPM Workflow Jobs enabled
Updating the Job State of an XPM Workflow Job to Cancelled or Completed will update the XPM Task to Complete.
Cabinet If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Budget Update the Budget for the Job as a monetary amount. For example, 1,200.00.
Start and Due Date Update the Start and Due dates for the Job.
Manager Update the Manager assigned to the Job.
Partner Update the Partner assigned to the Job.
Description Update the description for the Job.
Elite Plan

The Job Details will vary depending on your Practice Management Source.

FYI XPM
Job Details Action
Name Update the Name of the Job.
State

Update the Job State.

When a Billing Job is set to Completed, Cancelled or Archived, the associated Workflow Jobs will automatically be updated. Workflow Jobs can be manually updated if required.

When a Workflow Job is updated to a Job State of Cancelled or Archived, the Budget Amount and Budget Hours of the associated Billing Job will be recalculated to exclude the Workflow Jobs.
Cabinet If Job Cabinet Security is enabled, assign a Cabinet to the Job. Only users with access to the selected Cabinet can view the Job.
Category Select a Job Category from the drop-down. Only active Job Categories will be displayed.
Type

Users can update the Job Type from Standard to Billing or Workflow if required.

Billing Job Types cannot be updated.
Template

Update the Job Template to one that matches the Job Type selected.

The template defines billing details for invoicing, and key Job Details such as Job Name, will populate automatically unless already filled.
Billing Job

Users can select a new Billing Job to reassign the Workflow Job if required.

Please note that the Billing Job cannot be updated where:

  • The current Billing Job is marked as completed, cancelled, or archived.
  • The Workflow Job contains invoiced or locked time entries, disbursements, or interim invoices, and cannot be assigned to a new Billing Job
Start and Due Date Update the Start and Due dates for the Job.
Manager Update the Manager assigned to the Job.
Partner Update the Partner assigned to the Job.

Assigned Users

The Assigned Users section displays Custom User Roles assigned to Jobs when practices have FYI as Primary Client Maintenance enabled.

Users with Edit Jobs permission can edit the User Custom Roles listed in the Assigned Users section.

4020_Job_Summary_Edit_Assigned_Users.gif

Financial Details

This section will only be displayed for practices on the Elite plan with FYI selected as the Practice Management source.

Financial Details Action
Budget Amount Standard and Workflow Jobs
Update the budget for the job as a monetary amount. For example, 1,200.00.
Budget Hours Standard and Workflow Jobs
Update the budget hours for the job.
Time Rate

Standard and Billing Jobs

Select the Time Rate to be used when users add time to the Job.

When adding time manually or with AutoTime, the Time Rate is selected based on the Client-Job-User hierarchy. Users can change the rate before submitting time.
Description Update the description for the Job.
Was this article helpful?
0 out of 0 found this helpful

Stay Up-To-Date

  • Events

    We host a range of product demos, training webinars, workshops and more.

  • Service Status

    Check for updates on the FYI Platform

  • What's New

    Round-up of new features, fixes, and other important announcements.