Assign Workflow Jobs to a different Billing Job

A Workflow Job can be reassigned to a different Billing Job if required. The client can also be updated to match the new Billing Job, including associated items such as time entries, disbursements, tasks, and documents. This is based on the preferred settings for your practice.

Please note that the Billing Job cannot be updated for Workflow Jobs with invoiced or locked time entries, disbursements, or interim invoices.

Before you Begin

Before reassigning the Workflow Job, you should consider the following Practice Settings for Jobs:

• The Show Jobs by Client Practice Setting controls whether you can select Billing Jobs for the current client only, or from all clients within the Client Group. When this option is unticked and the client does not belong to a Client Group, updating the Workflow Job from the Job Workspace will display Billing Jobs for the current client only. Use Jobs Bulk Update to search for a Billing Jobs for all clients.
   
• When the Refile Client with Job Practice Setting is enabled, the Workflow Job's client will be automatically updated to match the new Billing Job. All time entries, disbursements, and tasks related to the Workflow Job will also be moved to the new Billing Job client. Documents will also be refiled, unless shared via Collaborate or are currently being edited internally or co-edited externally. Refer to Client Updates when Reassigning a Workflow Job below.

Selecting a new Billing Job

To assign a Workflow Job to a different Billing Job:

1. Navigate to the Summary tab in the Jobs workspace.
    
2. Click the Edit Job button.
   
3. From the Billing Job field, select the new Billing Job from the drop-down. 
   
   If the Billing Job field is read-only, this may be caused by:
   - The current Billing Job is marked as completed, cancelled, or archived.
   - The Workflow job is completed, cancelled, or archived.
   - The Workflow Job contains invoiced or locked time entries, disbursements, or interim invoices, and cannot be assigned to a new Billing Job.
   
4. Click Save.
    
5. A message will be displayed if the Refile Client with Job setting is enabled, and there are items associated with the Workflow Job that will be assigned to the new billing job's client, for example, time or disbursements. Click Yes to proceed.
   
6. A message will be displayed to confirm that the change to clients has been requested, and an entry will be added to Practice Activity to show that the Billing Job has been changed. The Details column will display both the previous Billing Job and the new Billing Job.

Once the new Billing Job has been updated, the Financial Details for both the original and the newly selected Billing Job will be recalculated.

If the client has been changed, FYI will begin updating the client for any items associated with the Workflow Job.

Client Updates when Reassigning a Workflow Job

For practices where the Refile Client with Job setting is enabled, if the new Billing Job has a different client from the Workflow Job, the Workflow Job will be updated to match the client on the Billing Job. 

The client will also be updated for the following items:

• Time entries, excluding deleted time entries.
• Disbursements
• Tasks
• Activity
• Documents, except where the document is shared via Collaborate, or is currently being edited internally, or co-edited externally. To ensure the new client is selected, unshare and finish editing documents before selecting the new Billing Job.