User Permissions:
The Mappings tab in the Practice Settings is used to configure the default fields used for Jobs and Capacity Planning. Refer to Workflow Jobs and Capacity Planning Overview.
Note: The field Client Segmentation is for future use and can be disregarded.
Displaying the Mappings
- Login to FYI as an FYI Admin.
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Jobs.
- Go to the Mappings tab.
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.
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.
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.
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 when:
- FYI Pro plan - if your practice has enabled Workflow Jobs (refer to Enabling and Setting up Workflow Jobs and Managing Practice Settings)
- FYI Elite plan - FYI is selected as the Practice Management source.
If a User Role has been mapped and a user is selected for that Custom User Role in a Workflow Job, the Job will be displayed in the Home - My Jobs tab for that user. Refer to Your Home Workspace.
Note: Users should only be selected after the Custom User Role has been selected in the Mapping window.
For a Custom Field to be available to select on the Mappings screen, the Custom Field must be configured with the following settings:
- Type - "User"
- Applies To - enabled for "Job" (or both "Client" and "Job).
Refer to Managing Custom Fields.
Adding a Custom User Role
Click the My Jobs: Assigned User Roles field and select the required Custom User Role from the drop-down.
A prompt will be displayed to confirm the Custom User Role will be added to the Assigned users on the jobs, where a user has been selected for that Custom Role. Refer to Assigning Users to Jobs.
Click Yes to continue, or No to cancel.
The Custom User Roles are displayed on the Mappings tab.
Assigning Custom User Roles
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.
If the User has been selected on the Job - Custom Fields tab before the Custom Field had been mapped:
- The User Role will not be displayed on the Job - Summary tab.
- Assigned will be displayed as "Unknown"
- The Workflow Job will not be displayed in the Home - My Jobs tab.
You will need to use Jobs Bulk Update to re-select the user for the Custom Field. Refer to Jobs Bulk Update.
When using the Automation Step - Create Task, Custom User Roles will be available to select from the Assignee's Merge Fields.
Removing a Custom User Role
If a Custom User Role is no longer required to assign users to jobs, it can be removed from the Mappings tab.
Click the x next to the Custom User Role.
A prompt will be displayed to confirm the Custom User Role will be removed from the Assigned users on the jobs, where a user has been selected for that Custom Role. Refer to Assigning Users to Jobs.
Click Yes to proceed, or No to cancel.