Job Custom Fields

Custom Fields for Jobs are displayed on the Job - Custom Fields tab in FYI. These Custom Fields can be used to identify additional information about the job, and can be included on the Jobs List as columns, or used to sort and filter the list. 

A Custom Field Definition refers to the name of the Custom Field, for example, Job Start Date. Custom Field Values refer to the contents within the Custom Field, for example the selected date, or if using a drop-down, the option selected in the drop-down. To create new Custom Fields, refer to Managing Custom Fields.

Job Custom Fields Layout

Custom Fields for Jobs are displayed on the Jobs - Custom Fields tab in FYI.

For practices where FYI as Primary for Client Maintenance is enabled, "User" type Custom Fields, referred to as Custom User Roles will be displayed on the Job - Summary tab in the Assigned Users section.

List or Group Mode

Job Custom Fields will be displayed as a list, or if Custom Field Grouping is enabled, displayed in groups that can be clicked to expand and collapse each group as required. 

Click the Group button in the top right-hand corner to display Custom Fields in separate groups, with each group able to be expanded and collapsed by clicking the Group Name. An FYI Admin can manage which Custom Field belongs to which Group, and the order the Custom Fields are displayed in. Refer to Grouping Custom Fields.

To re-display the Custom Fields in a single list, click the List button.

When navigating between the Employee, Client, and Job Custom Field tabs, your choice of Group or List view is automatically retained. The Group that is currently expanded will remain expanded.

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.

Custom User Roles

Custom Fields created with the "User" Type are referred to as Custom User Roles, and allow practices to assign users to roles other than the standard Manager and Partner fields included with FYI. For example, Accountant, Bookkeeper, Team Coordinator, Supervisor etc.

For practices where FYI as Primary for Client Maintenance is enabled, Custom User Roles are displayed and managed on the Job - Summary tab in an Assigned Users section, and not on the Custom Fields tab.

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

Automated Synchronisation

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.

Manual Synchronisation

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.

The Sync from PM only syncs the values for the Custom Field for that Job i.e. the options selected for each field. The Manual or Automatic sync method must be used to synchronise the Custom Field definitions.

For practices on the Elite plan where FYI has been enabled as the Primary Source for Client Data, the Sync from PM button is not available. Custom Field values are synchronised from one-way from FYI to XPM only. 

Editing Job Custom Fields

Custom Fields for Jobs are displayed on the Job - Custom Fields tab in FYI.

For practices where FYI as Primary for Client Maintenance is enabled, "User" type Custom Fields are managed from the Job - Summary tab.

To create new Custom Fields, refer to Managing Custom Fields.

Custom Fields tab

To edit Job Custom Fields on the Custom Fields tab, users must belong to a User Group with the Edit Custom Fields permission enabled.

1. From the Job - Custom Fields tab, click Edit Custom Fields.
   
2. Enter or select the new value for Custom Fields as required.
3. Click Save at the bottom of the screen.
   
4. Changes will be synchronised as per the Synchronising Custom Fields section above.

Job Summary Tab

To edit Job Custom Fields on the Job - Summary tab, users must belong to a User Group with the Edit Jobs permission enabled.

1. From the Job - Summary tab, click Edit Job.
   
2. Enter or select the new value for Custom Fields as required.
   
3. Click Save at the bottom of the screen.

Pending Sync for Xero Practice Manager

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.

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

Clearing Job Custom Fields

Click the X next to the Custom Field to remove the selected value. For text fields, highlight the content and press the Delete button on the keyboard.

Grouping Custom Fields

Custom Fields can be displayed as a Group or a List.

Click the Group button in the top right-hand corner to display Custom Fields in separate groups, with each group able to be expanded and collapsed by clicking the Group Name. An FYI Admin can manage which Custom Field belongs to which Group, and the order the Custom Fields are displayed in. Refer to Grouping Custom Fields.

To re-display the Custom Fields in a single list, click the List button.

When navigating between the Employee, Client, and Job Custom Field tabs, your choice of Group or List view is automatically retained. The Group that is currently expanded will remain expanded.

Reordering Custom Fields

The display order of Job Custom Fields can be maintained by an FYI Admin, allowing practices to reorder the Custom Fields to their preference. Refer to Managing Custom Fields.

Search Custom Fields

Use the Search field to search in the Job - Custom Fields. As you type the fields will be updated to display matching results.

Web Link Custom Fields

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:

• https://webaddress.com
• https://www.webaddress.com
• www.webaddress.com
• webaddress.com

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.