Managing Job States

Each Job holds a State, such as "In Progress", "Planned", or "On Hold".

FYI Admins can map Job States to how the States display and are used in FYI, as well as select the colour coding used.

For practices integrated with Xero Practice ManagerJob States must be allocated to a current Job in Xero Practice Manager to enable the Job State to sync to FYI. Users can nominate which of the Xero Practice Manager States are used to indicate an "inactive" job. Refer to the section below Adding a New Job State in Xero Practice Manager.

For information on syncing Job States, renaming and deleting a Job State in Xero Practice Manager, refer to Job States.

Displaying and Managing Job States in FYI

To display and manage the Job States in FYI.

  1. Log in to FYI as an FYI Admin.
  2. From FYI, click Settings in the top right-hand corner.
  3. Select Practice settings from the drop-down, then select Jobs.
  4. Go to the States tab.

The Practice settings - Jobs - States list displays as follows.


The Lock Time & Disbursements column 3345_Elite_plan_Swish.png
This column is only displayed for practices on the Elite plan with FYI set as the Practice Manager source. Refer to Practice Management Sync.


Showing Archived Job States

To show the Archived Job States in the list, click Unhide the archived states.


To hide the "Archived" Job States in this list, click the Hide the archived states button at the top.


Adding a New Job State

Job States are added in Xero Practice Manager and synchronised to FYI. When adding a new Job State:

  • You can nominate which of the Xero Practice Manager States is used to indicate an "inactive" job.

  • The new state must be allocated to a current Job in Xero Practice Manager before it will sync to FYI.

  • When a new Job State is synced from Xero Practice Manager to FYI, it will be automatically assigned a colour in FYI. This is selected randomly from the current list of available colours.

FYI can only sync job data, including Job States, for "current" jobs, that is for jobs in Xero Practice Manager where the State Type is "Standard". This includes syncing Workflow Jobs for practices that have this feature enabled.

Therefore, when jobs are initially synced to FYI, a State will only be imported if it is allocated to any current jobs. If there are no current jobs for a particular State, that State will not be initially imported to FYI.

Note: Perform a manual Job Sync to add Job States to FYI quickly. Refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

Setting a Default Job State 3345_Elite_plan_Swish.png

For practices on the FYI Elite Plan where FYI has been selected as the Practice Management source, a default Job State can be selected for each Job Template.

When creating a Job, the Job State will be updated automatically when a Job Template is selected. If creating a Workflow Job and there is no default State specified, the Billing Job State will be used.

Refer to Managing Job Templates.

Updating Job States


For each State, the Type determines what should be defined as an 'open' job or an 'inactive' job in FYI. This is used when displaying jobs in lists to hide inactive jobs.

  • Standard - Any of the States used by your practice that is considered to be open, for example, states such as In Progress, Planned, and  Running.

  • Completed, Cancelled, On Hold, or Archived - Any of the States used by your practice that is considered to be "inactive", for example, for states such as Lost, and  Cancelled.
    'Inactive' Jobs are not shown in selections and are hidden in the Jobs workspace by default.

In the Jobs list, you can show inactive jobs by clicking Unhide the inactive jobs. This shows jobs that have a Status set in FYI with the Type set as "Completed", "Cancelled", "On Hold" or "Archived" 

To hide inactive jobs, click  Hide the inactive jobs.


If a Job state is removed in Xero Practice Manager, you can set the FYI Type to "Archived" so it is not included in any filters.

Hide from Board

For any Jobs States that you do not want to see in the Jobs Board, set this to "Yes". Refer to Using the Jobs Board.


You can set the colour in which the State displays in Job lists. You can use a system such as "Green", "Amber" or "Red", or use any of the other colours such as "Blue", "Grey", "Silver", "Teal", and  "Black".

Lock Time & Disbursements 3345_Elite_plan_Swish.png

Enabling this setting prevents users from adding any more time or disbursements against Jobs once it reaches that state. This option is only displayed for practices on the Elite plan with FYI set as the Practice Manager source. Refer to Practice Management Sync.

When enabling FYI as the Practice Manager source, the Completed Job State will enable this option automatically.

Making Changes to the Job States

Xero Practice Manager Integrations

If your practice is integrated with Xero Practice Manager, an FYI Admin can update the Job State Name as follows:

  1. Update the Job State Name in Xero Practice Manager.

  2. Ensure the Job State is allocated to at least one active job.

  3. In FYI, open the Jobs Lists and sync the changes using the Sync function on the FYI Job List. Refer to Using the Jobs Lists.
    2263 New Lists Jobs List View Tools.gif
  4. In FYI, navigate to Settings - Practice Settings - Documents - Job States.

  5. Select the previous Job State, and change the Type to Archived.

  6. Reload the Browser Window.

Note: This excludes case-sensitive changes. Changing a Job State from 'In progress' to 'In Progress' will update the existing Job State.

Changes in FYI

For practices not integrated with Xero Practice Manager, changes to the Job States can be made in FYI using the drawer. Click on a Job State in the list. You can then change the settings, including the colour of how they show in FYI.


Changing the Sequence Order of Job States

The order in which the Job States show in Settings determines the sequence in which they display in the State drop-down (when changing the State) and also the order in which they display from left to right in the Jobs Board (refer to Using the Jobs Board).

To change the sequence in which the Job States display, click the up arrow or down arrow at the top of the drawer.


The Order column displays the numerical sequence in which the Job States are displayed. This order will only be applied to FYI, and not any integrated Practice Management solutions.

Hiding Job States from the Job Board

The Jobs List can be changed to a Board view, a Kanban style of board with a column for each Job State.

1147 Jobs Board.gif

If the Job State has the Hide from board option enabled, a column will not be created for that Job State on the Job Board.

Refer to Using the Jobs Board.

Archiving a Job State in FYI

To archive a Job State in FYI, select the Type "Archived" in the drawer. Once a Job State has been archived, it will:

  • Continue to appear in the jobs list if there are Jobs that still have that state selected (these should be updated if required).
  • Be hidden from filters so that users are not able to select the state when filtering the Jobs List.
  • Not be displayed in the drop-down State list when updating a job.

If you set a Job to an "Archived" State, you can currently only change the State using Jobs Bulk Update (refer to Jobs Bulk Update). You cannot change the State from the Job drawer or the Job - Summary tab.

Alternatively, you can change the Type of the State to something other than "Archived" which will then allow you to change the State of the Job in the drawer or Job - Summary.

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