Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
Lists are used in FYI to offer an efficient way to organise and manage information within your practice, for example, viewing a list of clients, documents, jobs, or tasks.
List Types
Click on each of the sections below to view more details on each type of list available from within FYI.
Clients Lists are used to manage clients and contacts within FYI, and can be filtered to display only active clients, archived clients, or all clients.
The following is an example of a Clients List:
Clients Lists are available from:
- The Clients menu.
- The Clients Group list.
- Client - Contacts tab.
- Client - Relationships tab.
Jobs Lists provide an effective way to gain visibility over jobs within the practice, including key information like the current Job State. Initially, this will display Open jobs, but can be filtered to display completed or archived jobs as required.
The following is an example of a Jobs List:
The Jobs List is available from:
- The Jobs menu.
- The Client - Jobs tab.
- The Home - My Jobs tab.
Tasks Lists enable users to see tasks at a glance, making it easier to monitor workload and track progress, helping practices to stay organised and identify any bottlenecks.
The following is an example of a Tasks List:
Tasks Lists are available from:
- The Tasks menu.
- The Client - Tasks tab.
- The Job - Tasks tab.
- The Home - My Tasks tab.
- The Home - Delegated Tasks tab.
Documents Lists are used to display documents in FYI, including Word, Excel, Meeting records, Calendar entries, Phone Calls, Forms, and Invoices. Depending on where the list is viewed, the documents displayed may be limited to the current client, job, or employee. Using Cabinet Security, some documents may only be visible to users with access to the Cabinet where the document is filed.
The following is an example of a Documents List:
Documents Lists are available from:
- The Documents menu.
- The Client - Documents tab.
- The Job - Documents tab.
- Your Home page tabs:
- Home - My Recent
- In Tray
- My Edits
- My Starred
- My Approvals
- The Knowledge - Templates tab.
- The Employee - Documents tab.
The Automation History List provides a view of Automation Processes that have been run, and to easily identify whether there have been any errors or warnings that require attention.
The following is an example of the Automation History list:
The Automation History List is available from:
- The Automation - History tab.
- The Process - History tab.
- The Client - Process History tab.
- The Job - Process History tab.
The Practice Activity List provides a centralised view of key updates to FYI, including updates from integrated apps, for example, Xero Practice Manager. The list is used to highlight important events, such as errors, warnings, service interruptions, and delays.
The following is an example of the Practice Activity List:
Practice Activity is accessed by clicking the Practice menu at the top of FYI.
The Invoices List in FYI provides a centralised view of all client invoices, including those created and managed through integrated apps such as Xero. The list can be filtered and sorted to review invoice details, monitor status, and track outstanding amounts, giving users greater visibility over billing and cash flow.
Invoices Lists are only available to practices on the FYI Elite plan, and for FYI Admins or users assigned to User Groups with the View Invoices permission enabled.
The following is an example of the Invoices List:
Invoices Lists are available from:
- The Practice - Invoices tab.
- The Client - Invoices tab.
- The Job - Invoices tab (Billing Jobs only).
The Time List in FYI provides a centralised view of recorded time entries and disbursements. The list can be filtered and sorted to review details, monitor status, and track billable items, giving users greater visibility over productivity, costs, and capacity.
Time Lists are only available to practices on the FYI Elite plan and for FYI Admins or users assigned to User Groups with the View Timesheets permission enabled. The Practice - Time list is only available for FYI Admins and users assigned to a User Group with the Practice Time permission enabled.
The following is an example of a Time List:
The Time Lists are available from:
- The Practice - Time tab.
- The Home - My Time tab.
- The Home - My Team tab.
- The Client - Time tab.
- The Job - Time tab.
The Employees List in FYI provides a centralised view of all staff set up in FYI, including details synced from integrated apps such as Xero Practice Manager. The list can be filtered and sorted to review employee information, monitor activity, and manage capacity across the team, with visibility limited to those employees the user has permission to access via their User Group.
The Employees List is only available to practices on the FYI Elite plan, and for FYI Admins or users assigned to User Groups with employee permissions enabled.
The following is an example of an Employees list:
The Employees List is accessed from the Practice - Employees tab.
Layout
Lists are initially displayed in columns and rows, similar to an Excel spreadsheet, to facilitate easy viewing of the relevant details.
All lists share the same layout, however the various functions in each section may vary depending on the list.
The following is an example of the Jobs List.
Changing the Layout
Some lists can be changed to a different layout. For example, the Jobs and Tasks Lists can be changed to a Board view.
Where the List can be changed to a different layout, the buttons will be available in the top right-hand corner, displayed in green.
The following is an example of the Home - My Time tab, currently displayed in Group view, and can be changed to List, or Calendar (for Elite plans only).
Toolbar
When viewing a list, the toolbar at the top contains a variety of functions to allow users to easily view and manage data in FYI.
For information on specific functions, refer to the relevant list above.
| Function | Details |
|
Select All button |
Used to bulk select items in the list. Click the square icon to select 50 items in the list. All items in the list can be selected by clicking the arrow, and clicking Select all. |
|
View Selector |
Displays a list of views available to select. Default views appear at the top, with saved views available below the divider. New views can be created as required. |
|
Search |
Used to search the list. The columns included in the search will vary depending on the list, for detailed information refer to the relevant list above. |
|
Functions |
Displayed in the toolbar when one or more items are selected in the list. The functions available in the toolbar will vary for each list. For example, the toolbar may contain Bulk Update, Run Automation, and links to a selected item. Document Lists will include functions for updating the Delivery status, or exporting or converting documents. For detailed information on each of the available functions, refer to the relevant list above. |
|
Cancel |
Unticks any items selected in the list. |
|
Row Count |
The number of items in the list. |
|
Refresh Time |
The time the list was last refreshed. |
|
Refresh Button |
Refreshes the list to show updated information. This button will not be displayed when one or more items have been selected in the list. |
|
View Tools |
Displays a list of actions available for the list, for example to save or reset the view, or export information. The functions available in the drop-down list vary depending on the list displayed. For detailed information, refer to the relevant list above. |
Right-click on a list to display the Toolbar as a pop-up menu. The following is an example of the right-click menu on the Jobs List.
Columns Tab
The Columns tab is displayed on the left-hand side of the list.
Click the tab to expand the section and view a list of the columns. Columns that are saved in the current view are displayed in alphabetical order and with a Green tick. Additional columns that can be included in the list are displayed as unchecked.
Tick or untick column names to add and remove columns to the list as required. Use the Search bar to filter the results and quickly find matching columns.
Tip: The width of the Columns tab can be adjusted by dragging the right side of the section left or right.
For more information on using the Columns tab, refer to Adding, Removing, and Reordering Columns.
The following is an example of the expanded Columns tab on a Time list.
Filters Tab
The Filters tab is displayed on the left-hand side of the list, under the Columns tab.
Click the tab to expand the section and view a list of the columns. Click on the column name to expand the section and add or reset the filters as required. Columns with a filter already configured will display the Filter icon.
Use the Search bar to filter the results and quickly find matching columns.
Tip: The width of the Filters tab can be adjusted by dragging the right side of the section left or right.
For more information on using the Columns tab, refer to Sorting and Filtering Lists.
The following is an example of the expanded Filters tab on a Time list.
Cabinet Explorer (Documents List only)
In addition to the Columns and Filters tabs, the Documents List includes an additional tab, Cabinet Explorer. When a Cabinet has been selected, the categories and category options relevant to the cabinet will be displayed. Users can select the relevant Cabinet and Categories to filter the Documents List accordingly.
Refer to Using the Cabinet Explorer.
List Functions
The main section of the list is organised similarly to a spreadsheet, using columns and rows to display data. Within this section, users can access various functions to customise the list or view more detail.
| Function | Details |
|
Filter menu |
Displayed as a funnel with three horizontal lines. If the icon is not displayed in the column heading, that column cannot be filtered. Click the icon to display the filter options available for that column. When a column has been filtered, the Filter icon will be displayed in green. |
|
List menu |
The List menu is displayed as three vertical dots. Click the icon to display the available options:
|
|
Pin Column |
One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet. When any columns are pinned, they display with a vertical line in the list. |
|
Autosize Columns |
This expands the column width(s) to automatically fit the contents. You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents. Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width. |
|
Change column widths |
Drag the edge of column headings to increase or decrease the column width. |
|
List Icons |
Lists will display icons on the right of each row, to allow users to easily identify additional information. For example, when viewing the Jobs List, icons will be displayed to show the number of tasks or comments. For a detailed explanation of each icon, refer to List Icons. |
Working with Lists
Clickable Fields
When viewing a list, some of the data may be displayed in blue. That means the field is clickable and will perform an action within FYI.
For example, when viewing the Clients List, the Email, Phone Number, and Mobile Number fields are clickable.
For example:
- Clicking an email address will display the Create Email drawer.
- Clicking on a Phone or Mobile Number will display the Create Phone drawer, and if installed, a phone application on the computer (or a prompt if no default is set).
Refreshing a List
Refreshing a list will display the latest information, for example, if changes have been made by other users.
For the Client or Job lists, FYI will temporarily store the data locally in a cache rather than retrieving new data each time the list is displayed. This offers many benefits, including faster performance and reduced load times when viewing and working with data, for example, grouping or filtering lists.
Lists are automatically refreshed every hour, but users will be able to request an update at any time using the Refresh button or by logging out and in again.
If you make changes yourself using the drawer or the Job - Summary tab (such as to the State of a Job), the updates are displayed in the Jobs List immediately.
Syncing a List
The sync option is available on the Clients List to sync clients manually, for example, after adding or updating a client in your Practice Management Software.
- Click the View Tools button on the right-hand side of the list
Note: The View Tools are not available if one or more rows are selected in the list. - Select Sync.
When you have requested a sync:
- A message will confirm that the sync is in progress. The Sync button will be displayed as "Syncing" and remain disabled until the sync has been completed.
- Refresh the list to confirm the sync has completed.
- The sync will be logged in Practice Activity.
Saving Changes to a List
A user with Views permissions can save changes to the layout of the list as a View.
To save a view from a list:
- Click the View Tools button, on the right-hand side of the list
Note: The View Tools are not available if one or more rows are selected in the list. - Select Save view.
When saving a list:
- The Hide/Unhide the inactive setting is also saved (if available on the list, for example, Hide Inactive Jobs).
- Any filters that have been applied are saved.
- If any Search text has been entered, it will not be retained in the saved view.
For more information on saving views, refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting Lists
Some lists may be exported to either a .csv file or an Excel file, for example, the Jobs List.
To export a list:
- Click the View Tools button on the right-hand side of the list.
Note: The View Tools are not available if one or more rows are selected. - Select one of the following options:
- CSV Export: to export the current Jobs in the list to a .csv file
-
Excel Report: to create a Spreadsheet document in FYI. Once created, the exported list can be opened.
When exporting a Jobs list to an Excel Report, columns containing Time values are exported as a decimal value, to allow for calculations to be performed within Excel. For example, 1:30 is exported as 1.5.
Refer to Exporting Lists for more information.
Resetting the List
You can clear any of the column filters or sorts you have applied, and reset it to the filters and sort order in the selected view.
- Click the View Tools button at the end of the column headings on the right-hand side of a list.
- Click Reset View.