Plan: Available: All plans
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
The Clients Bulk Update allows users to make changes to multiple clients at a time, for example, changing the client Manager or Partner, or updating a Custom Field.
For practices integrated with Xero Practice Manager, changes to clients are synced to Xero Practice Manager. As the changes are synchronised, the number of Xero available requests will be reduced. Refer to Xero Practice Manager Rate Limiting.
Using the Clients Bulk Update
- Navigate to the Client List.
Tip: Filter the Client List to display the clients you want to apply the Bulk Update to.
- Select one or more clients in the Clients list.
- Click the Bulk Update button in the toolbar. The Bulk Update drawer is displayed.
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Update the Client Details you want to change for the selected clients. Client fields relevant to your FYI settings and User Permissions can be edited.
Note: If the user does not belong to a User Group with permissions enabled for Edit Client, only specific fields will be available to update.
Expand the section below to display an example of the Bulk Update Drawer relevant to your FYI plan.FYI as Primary EnabledPlan availability: Pro Plan Elite Plan
The following is an example of the Bulk Update Drawer for practices on the Pro or Elite plans where FYI as Primary for Client Maintenance is enabled. Please note that this setting is enabled automatically for practices on the Elite plan.
Note: For practices integrated with Xero Practice Manager (XPM), the XPM Rate Limits are displayed at the bottom of the drawer. As clients are selected to update, the Estimated Bulk Update Requests will increase.FYI as Primary Not EnabledPlan Availability: Intermediate Plan Pro Plan
The following is an example of the Client Bulk Update Drawer for practices on the Intermediate or Pro plans, where FYI as Primary for Client Maintenance is not enabled.
Note: For practices integrated with Xero Practice Manager (XPM), the XPM Rate Limits are displayed at the bottom of the drawer. As clients are selected to update, the Estimated Bulk Update Requests will increase. - The Eraser icon is displayed next to fields where the value currently selected for a client can be cleared when the Bulk Update is run. For example, setting a Custom Field back to blank.
When the Eraser icon has been selected, the icon will turn red, and Clear will be displayed in the selected field. Click the red icon to reset the field back to Unchanged.
Note: If the field is a date and set to Current Date, you must click the X to ensure "Clear" is displayed in the field, otherwise, the current value will not be removed from the client. -
Merge Fields can be used to update Client details dynamically. Merge Fields are available where the icon below is displayed:
When updating a User field, individual user names will appear in the drop-down. To select a role, for example, the client's Manager, use the Merge Field and select the role as required. This includes Client Custom Fields.
- If the field has the Clear button available, when selecting a Merge Field, an additional option will be available from the Merge Field Editor. If the data sourced by the Merge Field is blank, you can choose whether to retain the existing field value or clear it. For example, if you're updating the Client Partner to match the Client Manager, and no Manager is set, you can either keep the current Client Partner or set it to blank.
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Apply to will default to the selected clients in the list. This can be updated to filtered clients. If no filter is selected, the changes will be applied to all clients.
- Click Run.
- A message displays confirming that the Bulk Update has been scheduled. Click on the link to view the Practice Activity, or check the Automation History for progress.
Pending Sync Status
For practices integrated with Xero Practice Manager, once the Bulk Update has been run, clients will be marked with a Pending Sync tag on the Client Summary tab. This will prevent changes from being overwritten by changes in XPM. Once the updates have been synced, the tag will be cleared.
Client Bulk Update Fields
The fields available to edit will depend on the user's permissions and whether your practice has FYI as Primary for Client Maintenance enabled.
Where the field is available to the practice, but the user does not have permission to edit the field, the field will be greyed out. For example, a user without access to edit clients will only be able to update the Cabinet, Categories, Send Attachments, and Include in AutoFile settings.
To update the Custom Fields, the user must be in a User Group with Permissions enabled for Edit Custom Fields.
All practices will be able to bulk update the following fields.
| Field | Details |
| Manager | The Client's Manager. Specific users can be selected from the drop-down, or Merge Fields used to automatically select the user. |
| Partner | The Client's Partner. Specific users can be selected from the drop-down, or Merge Fields used to automatically select the user. |
| Send Attachments | When sending documents to clients, you can select a default method for sending the files. Select from "Email", "Collaborate" or "Postal Service". |
| Include in AutoFile | When enabled, FYI will automatically file the emails, and any associated documents, from or to the email address. Where multiple clients share the same email address, only one client can be nominated |
| Client Code | Text field available for practices to enter unique codes used when searching for clients within FYI. |
| Export Code | Text field available for practices to enter unique codes used when searching for clients within FYI. |
| Cabinet |
The default cabinet selected when filing to the client. When you select a Cabinet, the relevant Categories display, and can be updated as required. If the Cabinet is cleared, the default cabinet will be set to blank for the selected clients on the Client - Settings tab. Refer to Setting Filing Defaults for a Client. |
| Custom Field |
Selecting a Custom Field from the drop-down will add the Custom Field to the drawer as a new field, where you can then select or enter the value. Once a Custom Field has been selected, it will be removed from the Custom Field drop-down list. Click the drop-down to select additional Custom Fields as required. When updating a Client Custom Field that is a Date, "Current Date" will be selected by default. To select a specific date, click the drop-down field and click "Select a Date". "Select a Date" allows you to select a specific date. "Current Date" sets the Custom Field as today's date. This could be used, for example, to update the date that a partner made contact with a client. To select End of Month, Current Date, or to select a date from your client or job, click the Merge Field icon. Current Date and End of Month Merge Fields can be found in the General section. Note: For practices integrated with Xero Practice Manager, updating multiple Custom Fields in a single bulk update will be counted as a single request. |
In addition to the standard fields, the following fields will be available on the Bulk Update drawer for practices on the Elite plan, or the Pro plan with FYI as Primary for Client Maintenance enabled.
| Field | Details |
| Group | The Client Group the clients will be added to. If the Client Group doesn't exist, it will be created when the client is created. |
| Structure | The applicable structure for the client. Business Structures in Xero Practice Manager will be synchronised with FYI after they have been assigned to a client. |
| Salutation |
The preferred name of the client. For practices integrated with Xero Practice Manager, as there is no client-level equivalent in XPM, client Salutation details will not be synchronised to XPM. |
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The email address for the client. FYI will default to the email address of the Primary Contact, if one is selected. A client email address can be entered to override the Primary Contact email address. |
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| Phone Number | The phone number for the client. |
| Mobile Number |
The mobile number for the client. For practices integrated with Xero Practice Manager, as there is no client-level equivalent in XPM, client Mobile details will not be synchronised to XPM. |
| Tax & Company section | The Tax and Company Fields for the client, for example, the Business Number, Company Number, and Tax Number. The fields displayed will depend on the location of your practice, for example, Australia, New Zealand, or the UK. |
| Physical Address section | The address fields for the client. |
| Postal Address section |
The postal address fields for the client. If the "Same as Physical Address" option is set to True, the address fields will be hidden and the data from the Physical Address section will be inserted into the client Postal Address fields when the Bulk Update is run. |
| Delete | Selecting Yes will delete only unmatched clients. Any Active clients selected will retain their Active status. |
Bulk Update "Unmatched" Clients as Archived
During migration, this may import some clients as "Unmatched" clients. You can use the Clients Bulk Update to archive these.
- On the Clients list, use the Status column to filter only "Unmatched".
- Select one or more of the unmatched clients in the list.
- Click Bulk Update.
When all the selected clients have a Status of "Unmatched", the Bulk Update includes the Archive option to set the clients as "Archived".
Only unmatched clients can be archived.
Refer also to Unmatched Client Import.