Editing Jobs using Bulk Update

Plan: Available: All plans 

Users: Available: All users

Practice Management Source: Available: All sources

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 when 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 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.

    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.

    4028_Job_Bulk_Update_Intermediate_Plan.gif

    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.

    2859_Bulk_Sync_Jobs_XPM_Rate_Limits.gif

    Elite Plan

    The Job Details will vary depending on your Practice Management Source.

    FYI XPM

    The following is an example of the Bulk Update Drawer for practices on the Elite Plan with FYI as the Practice Management source.

    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.

    When selecting a Billing Job, the available jobs in the drop-down are based on the Client Groups of the jobs selected to be bulk updated. If the client does not belong to a Client Group, searching for a Billing Job will return matches for all clients. 

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

    2073_Jobs_Bulk_Update.gif

  5. The Eraser icon is displayed next to fields where the value currently selected for a job can be cleared when the Bulk Update is run. For example, setting a Custom Field back to blank.
    4267_Clear_eraser_icon.gif
    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.
    4268_Client_Bulk_Update_Field_Clear.gif 
    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 job.
    4270_Job_Bulk_Update_Clear_Field_Date.gif
  6. Merge Fields can be used to update Job details dynamically. Merge Fields are available where the icon below is displayed:
    3469_Merge_Fields_icon.png
    When updating a User field, individual user names will appear in the drop-down. To select a role, for example, the Job Manager, use the Merge Field and select the role as required. This includes Job Custom Fields.
     
  7. 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 Job Partner to match the Client Partner, and no Partner is set, you can either keep the current Job Partner or set it to blank.
    4276_Job_Bulk_Update_Merge_Field_Editor_Retain.gif
  8. 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.
     
  9. 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 updated 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.

Plan Details

Pro Plan

Elite Plan with XPM as the PM Source

When XPM Workflow Jobs is enabled in FYI, 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 Xero Practice Manager Synchronised Fields.
Elite Plan with FYI as the PM Source

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 Xero Practice Manager Synchronised Fields.

Jobs Bulk Update Details

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

Intermediate Plan
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.

Note: Billing and Workflow jobs must be selected and updated separately when changing their state in bulk to Cancelled, Completed, or Archived.
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.
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.
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.

Note: For practices integrated with Xero Practice Manager, updating multiple Custom Fields in a single bulk update will be counted as a single request.
Pro Plan
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.

XPM Workflow Jobs enabled
Updating the Job state of an XPM Workflow Job to Cancelled or Completed will update the XPM Task to Complete.
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 For practices integrated with XPM, select a Category if required. The list displays the Job Categories set up in XPM.
Budget Update the Budget for the Job as a monetary amount. For example, 1,200.00.
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.
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.

Note: For practices integrated with Xero Practice Manager, updating multiple Custom Fields in a single bulk update will be counted as a single request.
Elite Plan

The Job Details will vary depending on your Practice Management Source.

FYI XPM
Job Details Bulk Update
Name Update the Name of the Job.
State

Update the Job State.

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.

Note: Billing and Workflow jobs must be selected and updated separately when changing their state in bulk to Cancelled, Completed, or Archived.
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 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 being allocated to the incorrect Billing Job.
Template Update the Job Template to one that matches the Job Type selected.
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.

Note: For practices integrated with Xero Practice Manager, updating multiple Custom Fields in a single bulk update will be counted as a single request.

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