Editing Jobs using Bulk Update

Users can efficiently update multiple job details at once from Jobs Lists. For example, where several jobs are moved to the same Job State or applying the same Custom Field across multiple jobs.

Job fields can be updated in bulk, with all unchanged settings retaining their original values in each of the selected Jobs.

Using Jobs Bulk Update

1. Navigate to the Client - Jobs tab, Home - My Jobs tab or the Jobs Lists.
   
   Tip: First filter the Jobs lists to display the Jobs you want to apply the Bulk Update to.
   
   
2. Select one or more Jobs in the Jobs List.
   
   
3. Click the Bulk Update button in the toolbar. The Bulk Update drawer displays.
   
   
4. Update the Job Details you want to change for the selected jobs. Job Fields relevant to your FYI plan and User Permission can be edited.
   
   Tip: Merge Fields can be used to dynamically update Job details. Merge Fields are available where the below icon is displayed:
   
   Expand the section below to display an example of the Bulk Update Drawer relevant to your FYI plan.
   
   Intermediate Plan

   The following is an example of the Bulk Update Drawer for practices on the Intermediate Plan.

    

   Pro Plan

   The following is an example of the Bulk Update Drawer for practices on the Pro Plan, where XPM Workflow Jobs are enabled.

   Note: For practices integrated with Xero Practice Manager (XPM), the XPM Rate Limits will be displayed at the bottom of the drawer. As jobs are selected to update, the Estimated Bulk Update Requests will increase.

   

    

   Elite Plan

   The following is an example of the Bulk Update Drawer for practices on the Elite Plan.

   To change the Job Type, click the drop-down and select Workflow.

   When selecting Workflow as the Job Type, the drawer will update to display additional fields relevant to that Job Type.

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

   

    

    

5. Apply to will default to the selected jobs in the lists. This can be updated to filtered jobs. If no filter is selected, the changes will be applied to all jobs.
   
   
6. 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 (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.


XPM Workflow Jobs enabled
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 Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

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 Synchronising with Xero Practice Manager where FYI is enabled as the PM Source.

Jobs Bulk Update Details

The following Job Details can be bulk updated in FYI. Consider using Merge Fields to dynamically update Job details.

Job Details	Bulk Update
Name	Update the Name of the Job. Pro Plan with 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. Pro Plan with XPM Workflow Jobs enabled Updating the Job state of an XPM Workflow Job to Cancelled or Completed will update the XPM Task to Complete. Elite Plan When a Billing Job is set to Completed, Cancelled or Archived, the associated Workflow Jobs will update accordingly. Workflow Jobs can be manually updated 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 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	Intermediate or Pro Plan For practices integrated with XPM, select a Category if required. The list displays the Job Categories set up in XPM. Elite Plan Select a Job Category from the drop-down. Only active Job Categories will be displayed.
Type	Update the Job Type from Standard to Workflow if required. Billing Job Types cannot be updated. When Workflow is selected, a Job Template and associated Billing Job must be selected. Note: Consider the Billing Job in your selection to avoid Workflow Jobs allocating to the incorrect Billing Job.
Template	Update the Job Template to one that matches the Job Type selected.
Budget	Update the Budget for the Job as a monetary amount. For example, 1,200.00.
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.
Manager	Update the Manager assigned to the Job.
Partner	Update the Partner assigned to the Job.
Start and Due Date	Update the Start and Due dates for the Job.
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.
Description	Update the description for the Job.
Custom Field	Select the Custom Fields you want to update on the job, and set the options you want for each Custom Field. For practices where FYI as Primary Client Maintenance is disabled, this is where Custom User Roles can be selected from the drop-down.