Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
This automation has been designed to automatically calculate each job's current budget percent, and to notify Job Managers and Partners if a job has exceeded 50% or 100% of its budget.
This process consists of three Custom Processes:
- Job Budget Tracking
- Job Budget Tracking 50% Alert
- Job Budget Tracking 100% Alert
The Job Budget Tracking process includes two Execute Process steps, used to run the Job Budget Tracking 50% Alert and Job Budget Tracking 100% Alert, from within the Job Budget Tracking process. The Execute Process steps ensure the alerts are issued at the appropriate time based on the current job budget percent.
Merge Fields are used within the Job Budget Tracking process to calculate the current percentage of the budget versus actual. The result is displayed in a Job Custom Field to provide clear visibility of budget progress and to allow the alert processes to be triggered. Please ensure you download the correct file corresponding to your FYI Plan, as the Merge Fields are different for each plan.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
What's Included
This process will be set to run on a Schedule every 3 months.
When importing this automation the following items are included:
Custom Fields
The following Custom Fields and their associated details are used for these processes:
| Name | Type | Applies To |
| Job Budget Tracking | Decimal | Client, Job |
Custom Views
The following Views and their associated details are used for these processes:
| Name | Type | Filters |
| Open | Job View | N/A |
| Job Budget Tracking > 50% | Job View | Job Budget Tracking* = Between 50 and 99.99 |
| Job Budget Tracking > 100% | Job View | Job Budget Tracking* = Greater than or equal to 100 |
*This field is a custom field and will not be configured in your view on import. You will need to update the view with this custom field and filter as suggested above. See Sorting and Filtering Lists for more information
Importing this Custom Automation
For Practices not using Elite, click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
For Practices using Elite, click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes.
What's Next
Ensure you Review your Automation, Templates and Views.
Templates can be located in your Knowledge workspace, you can review and personalise any imported templates, ensure that you set the Template Status to active when you've finalised your review and customisations.
Review and update the Process Controls and Process Steps for your Automation. Specific comments have been added to the steps where action is required. These will display in blue.
After reviewing all items for your Automation, ensure you Test the Automation. When ready, set the Status of the Automation to Active.