Jobs Bulk Update

In the Jobs list, you can use the Bulk Update to update selected or all Jobs.

To perform a Bulk Update, you can first filter the Jobs list and then apply changes to the Jobs currently displayed. You can also filter Jobs 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.

To update an individual job only, refer to the articles in Using the Jobs Workspace.

Xero Practice Manager users - changes to jobs 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.

Features based on User Permissions

All Users

All users can update the Job State with the Jobs Bulk Update.

If your practice has Job Cabinet Security enabled in your Practice Settings, all users can also use Jobs Bulk Update to update the Job Cabinet.

If you do not have access to update other fields, these are greyed out in Jobs Bulk Update.

FYI Admin and Users with Edit Jobs Permissions

The following options are only available to an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs (refer to Managing User Groups).

• Update the Manager and/or Partner.
  
  
• Name, Budget, Start Date and Due Date
  For practices integrated with Xero Practice Manager only, you can update the Job Name, Budget, Start Date and Due Date from the Jobs Bulk Update.
  
  Enter the Budget for the Job as a monetary amount in a currency format, for example, 1,200.00 or 200.00.
  
  
• Set one or more Job Custom Fields.
  To update the Custom Fields, the user must additionally be in a User Group with Permissions enabled for Custom Fields.
  
  
• For practices on the Elite plan, Standard Jobs can be converted to Workflow Jobs using Type. Consider the Job Type selection in the list when using this Bulk Update selection. Note, only Standard Jobs can be converted to Workflow Jobs.

These are the settings that are applied to individual Jobs in the Job - Summary and Job  - Custom Fields tabs. Refer to Job Summary and Job Custom Fields.

Using Jobs Bulk Update

Any or all fields can be updated at the same time.

If any of the settings are not changed, this will keep the original setting in each of the selected Jobs. A message will be displayed in the drawer as a reminder.

1. If required, first filter the Jobs list to display the Jobs you want to apply the Bulk Update to.
   Note: For practices on the Elite plan, when converting Standard Jobs to Workflow Jobs using Bulk Update consider the Job Type selection in the list filter. Note that only Standard Jobs can be converted to Workflow Jobs.
   
   
2. Select one or more Jobs in the Jobs list.
   
   
3. Click the Bulk Update button in the toolbar. Bulk Update displays in the drawer.
   
   Note: If integrated with Xero Practice Manager, the XPM Rate Limits will be displayed at the bottom of the drawer. As you select the fields to update, the Estimated Bulk Update Requests will be increased. Refer to Xero Practice Manager Rate Limiting.
   
4. Apply to can be selected as the Jobs that have been selected in the Jobs list or as the filtered Jobs (if no filter has been applied, this will apply to all your Jobs).
   
   
5. Select the setting you want to change for the selected Jobs.
   
   
6. Update the Job State if required, for example, to bulk update jobs to be Completed.
   Elite plans only
   

   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.

   To view a list of Job States with a Type of Completed, Cancelled, or Archived, refer to Managing Job States.

   When a Job is automatically completed, an entry will be made on the Job - Activity tab. Refer to Job Activity.
   
   

7. Select "Workflow" from the Type dropdown when converting Standard Jobs to Workflow Jobs. 
   

   Elite plans only
   If FYI has been enabled as the PM source, once "Workflow" is selected from the Type dropdown, 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. 
   
   

8. When applying a Job Template to existing jobs, the Job Fields will not be overwritten e.g. Job Name. 
   Elite plans only
   If FYI has been enabled as the PM source, a Job Template must be selected for all jobs. The selected Template must be the same type as the job e.g. Billing Job. When created, invoices will be synchronised to the Xero Blue account selected in the Job Template settings. Refer to Managing Job Templates.
   
   Note: Bulk updates to the selected Job Template will not be displayed in the "Templates" column of the Jobs List. Our engineers are working on a solution, however in the meantime to confirm the Job Template has been applied after processing the Bulk Update, you will need to open the Job Drawer.
   
   
9. Custom Fields
   If you select a Custom Field, when this has been selected from Set Custom Field, a field is added above this and shows as the field name. You are prompted to enter the value to set it to. Once a Custom Field has been selected, it will be removed from the drop-down list as it is already part of the update. You can add additional Custom Fields to be updated by the Bulk Update. Select the additional Custom Field(s) and add the value to set for each.
   
   When updating a Job 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. This could be used to update a Custom Field date such as the date the Job was assigned.
   
   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.
   
10. Cabinet
    When you select a Cabinet, the relevant Categories display.
    
    
11. Click Run.
    
    
12. 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.
    
    

Xero Practice Manager integration: Jobs waiting to be synchronised with Xero Practice Manager will be marked with a 'Pending Sync' tag, displayed next to the Job Name on the Job - Summary tab. The Pending Sync status prevents updates from being overwritten by changes made in Xero Practice Manager, either by an automatic sync or if the Sync from PM button in FYI is clicked. Once the updates have synced to Xero Practice Manager, the tag will be cleared.

Note: When a Job is marked as Pending Sync, custom field changes made in XPM will not be synchronised.

Updates are displayed in the Job - Activity tab for the relevant Jobs, 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.

Workflow Jobs (Xero Practice Manager Integration)

For Workflow Jobs:

• Name cannot be updated for Workflow Jobs. 
• Partner and Manager can be updated for Workflow Jobs but are not synced back to Xero Practice Manager for the XPM Tasks.
• Budget can be updated for Workflow Jobs but this is not synced back to Xero Practice Manager.
  

Refer to Workflow Jobs.

View Completed Bulk Updates

The Jobs Bulk Update is run by a Process Job Bulk Update. This process is not shown in the Automation - Processes dashboard or List view.

Updates are displayed in the Job - Activity tab for the relevant Jobs.

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. From the drawer of an item in Practice - Activity you can click Go to Automation History.