Managing Mappings

The Mappings tab in the Practice Settings is used to configure the default fields used for Jobs and Capacity Planning (Beta). Refer to Workflow Jobs and Capacity Planning Overview - Beta.

Note: The field Client Segmentation is for future use and can be disregarded.

Displaying the Mappings

  1. Login to FYI as an FYI Admin.
  2. From FYI, click Settings in the top right-hand corner.
  3. Select Practice settings from the drop-down, then select Jobs.
  4. Go to the Mappings tab.

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Settings for Capacity Planning

Calculate Capacity Planning From

When producing the Capacity Planning Report, you can select whether capacity should be calculated Forwards based on the Job Start Date, or Backwards from the Job Due Date.

For example, a job has a Start Date of the 1st of February, and a Due Date of the 14th of February.

  • Selecting "Forwards" will calculate capacity from the 1st of February.
  • Selecting "Backwards" will calculate capacity working backwards from the 14th of February.

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Job Start Date

Job Start Date is used to select a Custom Field to indicate the start date of a job when calculating available capacity.

An FYI Admin can create a Custom Field via Practice Settings - Custom Fields. Refer to Managing Custom Fields. The Custom Field must be:

  • Defined as a Custom Field with the Type set as "Date".
    and
  • Set up with Applies to as "Job" (you can select additional options, for example, "Client").

The Calculate Capacity Planning From field will need to be set to Forwards to calculate capacity based on the selected Job Start Date field.

For practices integrated with Xero Practice Manager, if a Custom Field has not been selected from the window, the values entered for the Job "Start Date" in XPM will be used.

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Job Estimated Hours

The Job Estimated Hours field is used to select a Custom Field for anticipating the number of hours required to complete a job, required when calculating available capacity.

An FYI Admin can create a Custom Field via Practice Settings - Custom Fields. Refer to Managing Custom Fields. The Custom Field must be:

  • Defined as a Custom Field with the Type set as "Number".
    and
  • Set up with Applies to as "Job" (or both "Client" and "Job").

For practices integrated with Xero Practice Manager, if a Custom Field has not been selected from the window, the values entered for the "Estimated" field in XPM will be used.

2119_Practice_Settings_Mappings_Job_Estimated_Hours.gif

Job Completed Date

Job Completed Date is used to select a Custom Field to indicate the completed date of a job when calculating available capacity.

An FYI Admin can create a Custom Field via Practice Settings - Custom Fields. Refer to Managing Custom Fields. The Custom Field must be:

  • Defined as a Custom Field with the Type set as "Date".
    and
  • Set up with Applies to as "Job" (you can select additional options, for example, "Client").

The Calculate Capacity Planning From field will need to be set to Backwards to calculate capacity based on the selected Job Completed Date field.

If a Custom Field has not been selected, the Job Due Date will be used instead.

Client Segmentation

The Client Segmentation field is for future use and can be disregarded.

Settings for Workflow Jobs

My Jobs: Assigned User Roles

The My Jobs: Assigned User Roles option is only displayed in the Mappings tab if your practice has enabled Workflow Jobs (refer to Enabling and Setting up Workflow Jobs and Managing Practice Settings) or if FYI is selected as the Practice Management source.

This allows you to select Custom Fields to be used for Custom User Roles.

  1. In the Mappings tab, select one or more Custom Fields that you want to use as the Custom User Roles in  Workflow Jobs.

    The Custom Field in FYI must be:

    • Defined as a Custom User Role, that is, with the Type set as "User".
      and
    • Set up with Applies to as "Job" (or both "Client" and "Job"). Refer to Custom User Roles.

      2102_Practice_Settings_Mappings_Selecting_Assigned_User_Custom_Field.gif
      The selected Custom User Roles are displayed in the Mappings.
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Once the Custom User Roles are selected in the Practice Settings - Mappings tab, the relevant user(s) can be selected for a Workflow Job from the Job - Custom Fields tab. Refer to Job Custom Fields and Assigned Users in Workflow Jobs.

Note: It is essential to set up the Custom Fields that will be used for the My Jobs Assigned Users in the Mappings tab before selecting the user in the Custom Fields tab of the Workflow Jobs.
If the Custom Fields are not already mapped, and the User is selected for the relevant Custom Field in the Workflow Job, it will not show in the Job - Summary, Assigned shows as "Unknown" and the Workflow Job will not show in the relevant User's Home - My Jobs tab. When this is the case, you need to use Jobs Bulk Update, select the Custom Field that has now been mapped and select the Name of the User you want to apply.

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