In the Clients list, an FYI Admin, or a user in a User Group with Edit Clients permissions, can use the Bulk Update to update selected or all clients.
You can first filter the Clients list and then use the Bulk Update to apply to the clients that are currently displayed. This can also be used if you want to change settings for all clients in a specific Client Group. You can also filter clients with one or more Custom Fields by adding the Custom Field(s) as additional columns.
If you do not have permission to update any fields, the relevant fields are greyed out.
The Clients Bulk Update is run by a Process Client Bulk Update. You can see when the update has been completed in the Client - Activity tab for the relevant Clients. An FYI Admin or a user in a User Group that has Permissions enabled for Automations or Practice Activity can see when the update has been completed in the Automation - History and Practice - Activity tabs.
If any of the settings are not changed, this will keep the original setting in each of the selected clients. A message is displayed in the drawer as a reminder of this.
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.
Clients Bulk Update Permissions
All Users
All users can use Bulk Update to change the settings applied to individual clients in the Client - Settings and Client - Custom Fields tabs.
- Cabinet and Categories
- Send Attachments - change the setting to "Email", "Collaborate" or "Postal Service".
- Include in AutoFile - to set if the selected clients are "Include" or "Exclude".
FYI Admin and Users with Edit Clients Permissions
The following options are only available to an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Clients (refer to Managing User Groups).
- Update the Manager and/or Partner.
- Set one or more Client Custom Fields.
Note: To update the Custom Fields, the user must be in a User Group with Permissions enabled for Custom Fields.
Using the Clients Bulk Update
- If required, first filter the Clients 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. Bulk Update displays in the drawer.
For practices integrated with Xero Practice Manager, the XPM Rate Limits will be displayed at the bottom of the drawer. Refer to Xero Practice Manager Rate Limiting.
For practices where FYI as Primary for Client Maintenance is enabled in Practice Settings, additional fields will be available to be updated. Refer to Client Bulk Update Fields below. -
Apply to can be selected as the clients that have been selected in the Clients list or as the filtered clients (if no filter has been applied, this will apply to all your clients).
- Select the setting you want to change for the selected clients.
To update information using a Merge Field, click the Merge Field icon alongside the field to be updated.
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 field as required. This includes Client Custom Fields.
- Click Run.
- A message displays that the Bulk Update has been scheduled to run.
From the message, you can click the link to the Practice Activity or to the Automation History to check the progress.
The Client Bulk Update is run by a Process Client Bulk Update (this Process is not shown in the Automation - Processes dashboard or List view).
Note: The clients will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. This tag is located alongside the Client Details in the Client Summary tab and prevents updates from being overwritten by a user selecting the Sync from PM button. Once the updates have synced to Xero Practice Manager, the tag will be cleared.
When a Client is marked as Pending Sync, custom field changes made in XPM will not be synchronised.
Updates are displayed in the Client - Activity tab for the relevant clients, and in the Automation - History and Practice - Activity tabs. From the drawer of an item in Practice - Activity you can click Go to Automation History.
Client Bulk Update Fields
Fields available to all practices
All practices will be able to bulk update the following fields. For practices on the Elite plan, or with FYI as Primary for Client Maintenance enabled, additional fields will be available. Refer to the section Fields available to practices with FYI as Primary for Client Maintenance enabled below.
Field | Details |
Cabinet |
When you select a Cabinet, the relevant Categories display. If you wish to clear the Client Filing Defaults, this must be done at an individual client level. Refer to Clearing the Client Filing Defaults section of Setting Filing Defaults for a Client. |
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. |
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. |
Fields available to practices with FYI as Primary for Client Maintenance enabled
In addition to the fields above, for practices on the Elite plan, or the Pro plan with FYI as Primary for Client Maintenance enabled, the following fields will be available on the Clients Bulk Update drawer.
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. |
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. |
|
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.