If you have set up Custom Fields for Jobs these display on the Job - Custom Fields tab in FYI. You can add one or more Job Custom Fields as columns in the Jobs List and use this to sort and filter the Jobs List.
Note: Changes to Custom Fields can only be made by an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Custom Fields. Refer to Managing User Groups.
You can use the Search field to search in the Job - Custom Fields.
Using the Job Custom Fields
- You can add one or more Custom Fields as columns in the Jobs List and use this to sort and filter the Jobs List. Grouping is also available for Custom Field Types of Checkbox, Drop-Down, Text, and Users. Refer to Grouping Jobs List
- You can use Custom Fields in the Merge Fields in email templates and Word and Excel templates.
Refer to the following:
Including Merge Fields in Word Templates and Stationery
Including Merge Fields in Email Templates and Signature
Including Merge Names in Excel Templates and
Including Merge Fields in Excel Templates.
- You can use Job Custom Fields in Custom Processes. Refer to Custom Processes.
- For a URL Custom Field that is a URL, clicking the URL opens a new browser window and directly loads the relevant URL.
Synchronising Custom Fields
When integrated with either Xero Practice Manager, GreatSoft, or a practice management system via Practice Sync, the frequency of the automated synchronisation of Custom Fields will depend on your chosen integration.
Refer to the articles in the Apps and Integrations sections for details on your specific integration.
A manual synchronisation with Xero Practice Manager of Job Custom Fields can be prompted from:
- The Xero Practice Manager app via Automation - Apps (FYI Admins only).
- From the Job List
At least one standard Job field must be modified to synchronise Job Custom Fields during a manual sync.
Sync from PM
When integrated with Xero Practice Manager, you can use the Sync from PM button at the bottom of the Custom fields to sync the values for the Job Custom fields for that specific Job.
Note: The Sync from PM only syncs the values for the Custom Field for that Job. This does not sync any changes to the Custom Field definitions themselves in your practice management software. Custom Field Definitions are only synced automatically each evening from your practice management software to FYI.
Editing Job Custom Fields
Changes to Custom Fields can only be made by an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Custom Fields (refer to Managing User Groups).
If you have permission to edit Custom Fields, the Edit Custom Fields icon is included.
Use the Hide Blank option to toggle empty fields on and off from view. Your preference will be remembered the next time you visit the tab.
Clicking Edit Custom Fields allows multiple Custom Fields to be edited.
To edit a Job Custom Field:
- In FYI, Job - Custom Fields, click the Edit Custom Fields button.
- Enter or select the new value for the Custom Field.
You can only enter or select a value according to how the Custom Field has been defined, for example, as Text, a Checkbox, select from a Drop-down, Number, etc.
The following is an example of entering the value for a Text Custom Field.
The following is an example of selecting a value for a Custom Field that has been defined as a drop-down.
- Click Save at the bottom of the screen to save the changes made to all the Custom fields and to take it out of editing mode.
For practices integrated with Xero Practice Manager, any changes to the values or selections for Job Custom Fields in FYI are synced to Xero Practice Manager within 15 minutes.
Note: The job will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. This tag is located above the Job Name in the Job Summary and prevents updates from being overwritten by a user selecting the Sync from PM button. Once all updates have synced to Xero Practice Manager, the tag will be cleared.
Any changes made in your practice management software to the Job Custom Fields will sync to FYI automatically each evening. They can be manually synced for the specific client using the Sync from PM button. Refer above to Sync from PM.
Clearing Job Custom Fields
If a value has been added to a Custom Field it cannot be blanked out. If needed, you can edit it and set it as a hyphen (-).
To clear a Date Custom Field, click the X next to the Custom Field.
Job Custom Field Definitions
The Job Custom Field definitions can be maintained in FYI by an FYI Admin who can add, edit or remove Custom Fields (refer to Managing Custom Fields).
Note: If any changes are made to the definitions in your practice management software, the Sync from PM does not sync these to FYI. They are only synced from your practice management software during the automatic synchronisation overnight.
Custom User Role
As well as the Custom Field Types that are available in your practice management software, there is an additional Type of "User" which is used to add Custom Fields in FYI that are Custom User Roles for Clients and/or Jobs.
Custom User Roles allow a value for a Custom Field to be selected as one of the active users in FYI user so that customised user roles can be set up. For example, a Custom User Role can be used to record the user who is assigned to additional categories such as Accountant, Bookkeeper, Team Coordinator, Supervisor, etc.
Creating Web Links
Clickable links will be created for custom fields with the type of URL or Text, if the Text Field value has been entered to match one of the following formats:
You cannot combine multiple links, or text with a link, otherwise the field will not be clickable. For example, entering "www.mycompany.com and www.mybusiness.com" will not become clickable.