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 information on syncing Job States, renaming and deleting a Job State in Xero Practice Manager, refer to Job States Overview and Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

Displaying Job States

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 Elite Plan
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.

Managing Job States

Adding a New Job State

Integrated Practice Management Solutions Pro Plan Elite Plan

For practices integrated with a Practice Management Source, for example Xero Practice Manager or MYOB, Job States are added in your practice management platform and synchronised to FYI.

Please note: MYOB Practice Management (formerly GreatSoft) do not use States, so all jobs will be synchronised with "Planned".

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 before it will sync to FYI.
  
  
• When a new Job State is synced 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. For Xero Practice Manager, this is where the State Type is "Standard", and includes syncing Workflow Jobs for practices that have this feature enabled.

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.

For more information, click on your Practice Management platform below:

• Xero Practice Manager
• MYOB AE & AO (Australia & New Zealand Only)
• APS (Australia & New Zealand Only)
• IRIS (United Kingdom Only)
• CCH Central (United Kingdom Only)

Within FYI Pro PlanElite Plan

Adding Job States in FYI is only available to practices:

• On the Elite plan where they are not integrated with another practice management system, for example, Xero Practice Manager.
  
  
• On the Pro plan where they are not synchronising Job States from their Practice Sync integration, such as MYOB AO/AE.
  
  
• On the Pro plan where they are not integrated with any practice management system. These practices will need to contact support to enable this feature.

To add a Job State from within FYI:

1. In the Jobs States list, click the Add button in the top right-hand corner.
   
2. In the same way as when updating a Job State, enter the Name, select the Type and Colour, and, if relevant, select Hide from Board.
   
3. If required, to ensure Time and Disbursements cannot be added for Jobs in this state, tick Lock Time & Disbursements. 
   
   
4. Click Create.
   
   
5. If required, click the Job State in the list and use the arrows to can then change the order in which the new Job State displays.
   

Setting a Default Job State

Plan availability: Elite Plan

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.

Renaming a Job State

For Job States created in FYI, once the Job State is created it cannot be renamed. You will need to create a new Job State, and use Bulk Update to reassign jobs to the new Job State.

For practices synchronising Job States from Xero Practice Manager, renaming a Job State in XPM will create a new Job State in FYI. You will need to bulk update jobs to use the renamed Job State and archive the old Job State. Refer to Jobs Bulk Update and Archiving Job States.

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

Deleting a Job State

Job States created in FYI can only be archived, they cannot be deleted.

For practices synchronising Job States from Xero Practice Manager, Job States deleted in XPM must be manually archived in FYI. Refer to Archiving a Job State below.

Archiving a Job State

Job States that are no longer required can be archived. Once a Job State has been archived:

• Jobs with that Job State selected will not be displayed in the Jobs List, unless the Unhide the Inactive Jobs option is selected.
• The Job State field on the Job - Summary tab will be displayed as read-only and cannot be edited. You will need to use Editing Jobs using Bulk Update to select a new Job State.
• The Job State will not be available to select within filters or the Job State field drop-down list, for example, in the Job List, or when selecting a new Job State for a job.
• The Billing Job's Budget values will be recalculated to exclude any values from a Workflow Job with an Archived Job State selected.

Before archiving a Job State, all jobs currently assigned to that state must be reassigned: 

1. Filter the Jobs List by the Job State to be archived. 
2. Use Bulk Update to assign a different Job State for those Jobs.
3. Once all jobs are reassigned, update the Job State to "Archived".

Updating Job States

Type

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.
  
  For practices on the FYI Elite plan:
  
  
  • When a Billing Job is updated to a Job State Type of Completed, Cancelled, or Archived, the associated Workflow Jobs will also be updated to a matching status. For example, if a Billing Job is marked as completed, all Workflow Jobs will also be completed. Workflow Jobs can be manually updated to a different status if required.
    
    
  • When a Workflow job is updated to a Job State Type of Cancelled or Archived, the associated Billing Job's Budget Amount and Budget Hours will be recalculated to exclude Workflow Jobs that have been moved to a Job State with a Cancelled or Archived Type. Once the Job State Type has been updated, a message will display in Practice Activity to confirm the number of Billing Jobs updated.
    
    
  • When bulk updating job states to Completed, Cancelled or Archived, users must update Billing and Workflow Jobs separately. This includes ensuring a separate view filter is created for Billing and Workflow jobs when updating the job state using the Process Step - Update Job.

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 Displaying the Jobs Board.

Colour

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

Plan availability: Elite Plan

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.

Renaming a Job State

For Job States created in FYI, once the Job State is created it cannot be renamed. You will need to create a new Job State, and use Bulk Update to reassign jobs to the new Job State.

For practices synchronising Job States from Xero Practice Manager, renaming a Job State in XPM will create a new Job State in FYI. You will need to bulk update jobs to use the renamed Job State and archive the old Job State. Refer to Jobs Bulk Update and Archiving Job States.

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

Deleting a Job State

Job States created in FYI can only be archived, they cannot be deleted.

For practices synchronising Job States from Xero Practice Manager, Job States deleted in XPM must be manually archived in FYI. Refer to Archiving a Job State.

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 Displaying 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.

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 Displaying 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 in the Job State column if there are Jobs that still have that Job State selected. It's recommended to use Bulk Update to update these Jobs to select a new Job State.
• 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.

Job States cannot be archived if they are currently linked to a Job Template. The Job State will need to be removed from the template first, before being archived. Refer to Managing Job Templates.