Enabling XPM Workflow Jobs

When the XPM Workflow Jobs function is enabled for your practice, Jobs and XPM Tasks in Xero Practice Manager are synced to FYI to create the following:

• Billing Jobs - synchronised from the active Jobs in Xero Practice Manager.
• Workflow Jobs - synchronised from the Tasks created in XPM for the relevant job. Workflow Jobs are a sub-job associated with the parent Billing Job.

Enabling XPM Workflow Jobs in FYI is recommended for practices using the fixed fee set up in Xero Practice Manager.

This article provides instructions on enabling XPM Workflow Jobs in your practice. For information on using XPM Workflow Jobs, refer to XPM Workflow Jobs.

Note: The XPM Workflow Jobs function is only available for practices on the Pro plan integrated with Xero Practice Manager, and should not be confused with the FYI Workflow Jobs feature available to users on the Elite plan.

Before you begin

Once enabled, XPM Workflow Jobs cannot be disabled. 

We strongly recommend reviewing the features and considering this for your Practice. Refer to the following articles before enabling XPM Workflow Jobs.

• Using XPM Workflow Jobs
• Best Practice for Standard Jobs and XPM Workflow Jobs
• XPM Workflow Jobs

Step 1 - Set Historical Jobs to "Complete"

Before enabling XPM Workflow Jobs in FYI, review your Jobs list and ensure that any jobs (current or historical) that are no longer active are set as "Complete" in Xero Practice Manager. This will prevent unnecessary XPM Workflow Jobs from being created at the initial sync.

Incomplete XPM Tasks attached to inactive Xero Practice Manager Jobs will not sync to FYI.

To set historical Jobs as "Complete" in FYI:

1. In FYI, go to the Jobs list.
   
   
2. Select any historical jobs that should be set as inactive.
   
   
3. Using Jobs Bulk Update, set the Job State as "Complete".
   
   
4. Wait until the Jobs have synced to Xero Practice Manager and have been marked as completed. This will be done during the automatic synchronisation, or by running a Manual Sync.

Step 2 - Set up Assigned User Roles Mapping

In this step, you will be required to select the Custom Fields used for Job Mapping, allowing users to be assigned to various roles associated with the Job, and to see the jobs in the Home - My Jobs tab.

Mapping Custom Fields will have a different impact on FYI depending on your Practice Settings.

Note: These settings do not apply to Billing Jobs.

To use Jobs Practice Mappings:

• The Custom User Roles to be used for the Assigned Users in Workflow Jobs must first be set up in Jobs Practice Settings in the Mappings tab. An FYI Admin can select one or more Custom Fields that are used to record the Assigned User(s) for the Workflow Jobs. Refer to Managing Mappings.
  

• The Custom Field in FYI must be a "User" Type and Applies to enabled for Job (or both Client and Job). Refer to Custom User Roles.
  

Enabling XPM Workflow Jobs

Step 1 - Enable XPM Workflow Jobs

XPM Workflow Jobs are enabled in Jobs Practice Settings. Once enabled, XPM Workflow Jobs cannot be disabled. 

1. Log in to FYI as an FYI Admin.
   
   
2. From FYI, click Settings in the top right-hand corner. 
   
   
3. Select Practice settings, then select Jobs.
   
   
4. The Settings tab will be displayed.
   
   
5. Tick the XPM Workflow Jobs option to enable the setting.
   
6. A confirmation message displays to confirm that you have done any necessary reviews and cleaned up any completed Jobs.
   
   
7. Click Yes to continue.

Step 2 - Initial Sync of XPM Workflow Jobs

Once the XPM Workflow Jobs setting has been enabled, during the next Job sync, all existing "Incomplete" XPM Tasks will be synced to FYI and created as Workflow Jobs. You can either run a manual sync or wait for the automatic sync to be completed.

Please note the following:

• Existing Standard Jobs in FYI will be converted to a Billing Job
• Workflow Jobs will be created for any Billing Job with a "Standard" Job State Type i.e. Job States considered to be open.
• Tasks for any inactive jobs in Xero Practice Manager are not synced to FYI.
• After the initial sync, new Tasks created in Xero Practice Manager will be created as Workflow Jobs in FYI during the next Job sync.
• Custom Fields are not synced from the XPM Task custom fields. In FYI, Custom Fields are added to Workflow Jobs using the Custom Fields tab in the Job Workspace.

Step 3 - Select the Assigned Users

You can now update the mapped Custom Fields to select the relevant users.

Note: Custom Fields must been selected in the Job Practice Settings - Mappings tab before selecting the user in the Custom Fields tab of the XPM Workflow Job. Refer to Step 2 - Set up Assigned User Roles Mapping in Before You Begin above.

If the Assigned field displays "Unknown", the Custom Field was mapped after the Assigned User was selected, and the Workflow Job will not be displayed in the Home - My Jobs tab for the user. Use Jobs Bulk Update to re-select the appropriate users.

Step 4 - Set up Views to Show the Job Type

When XPM Workflow Jobs is enabled, the Jobs Lists and Job Workspace will display Job Type icons for "Billing" or "Workflow" as relevant. 

It's recommended to update any saved views to add the Job Type column. The updated views will be available to users to select in Client - Jobs and Home - My Jobs, to allow users to display Job Types.