Features

Job Custom Fields

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.

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Using the Job Custom Fields

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.

Refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

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.

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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.

For practices on the Elite plan where FYI has been enabled as the Primary Source for Client Data, the Sync from PM button will not be displayed. As changes are made in FYI, the changes will be queued to sync one-way to Xero Practice Manager automatically. Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data.

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.

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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.

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To edit a Job Custom Field:

  1. In FYI, Job - Custom Fields, click the Edit Custom Fields button.
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  2. 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.

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    The following is an example of selecting a value for a Custom Field that has been defined as a drop-down.

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  3. 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.

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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.
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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.

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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.

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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.

If a Custom User Role is enabled for both Clients and Jobs, when creating a job using the + Create button, the job will automatically inherit the Custom User Roles selected for the client.

Custom User Roles can only be added and maintained in FYI. Refer to Custom User Roles in the section Using the Client Workspace.

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:

  • 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.

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