Enabling and Setting up XPM Workflow Jobs

For information on using XPM Workflow Jobs, refer to XPM Workflow Jobs.

The XPM Workflow Jobs function is only available for practices on the Pro plan integrated with Xero Practice Manager, not to 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 - Before Enabling XPM Workflow Jobs, set any historical Jobs as "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enabling XPM Workflow Jobs in FYI, review your Jobs list and ensure that any jobs (current or historical) that are no longer active are set as "Complete" in Xero Practice Manager.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.

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

To set historical Jobs as "Complete":

1. In FYI, go to a Jobs list.
   
   
2. Check any historical jobs that should be set as inactive.
   
   
3. Bulk update them and set the Job State as "Complete".
   
   
4. Ensure the Jobs have synced to Xero Practice Manager.
   Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager and Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

Step 2 - Enable XPM Workflow Jobs

XPM Workflow Jobs are enabled by ticking the XPM Workflow Jobs option in your Practice Settings. Refer to Managing Practice Settings for Jobs.

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 complete Jobs.
   
   
7. Click Yes to continue.

Step 3 - Initial Sync of XPM Workflow Jobs

Once the XPM Workflow Jobs setting has been enabled in your Practice Settings for Jobs, a sync needs to run. You can either run a manual sync or allow the automatic sync to run overnight.

Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager and Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

After the initial sync, all existing "Incomplete" XPM Tasks are synced to FYI and converted to Workflow Jobs.

XPM Workflow Jobs will be synchronised from Xero Practice Manager for any Billing Job with a Job State with a "Standard" Type i.e. Job States considered to be open. Refer to Managing Job States. Tasks for any inactive jobs in Xero Practice Manager are not synced to FYI.

After the initial sync, any new XPM Tasks created in Xero Practice Manager are synced as Workflow Jobs. This is synced either automatically each evening or with a Manual Job Sync.

Note: Custom Fields are not synced from the XPM Task custom fields. In FYI, you can add any values to the Custom Fields for Workflow Jobs using the Custom Fields tab in the Job Workspace (refer to Job Custom Fields).

Step 4 - Set up Assigned User Roles Mapping 

In this step, you will be required to select the Custom Fields used for Job Mapping. 

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 first must be set up in your Practice Settings for Jobs 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.

  

Note: It is important to select the Custom Fields that will be used for the Assigned Users in the Mappings tab before selecting the user in the Custom Fields tab of the XPM Workflow Job.

Otherwise, after mapping the Custom Field, the Job "Assigned" field will display "Unknown", and the XPM Workflow Job will not be displayed in the Home - My Jobs tab for the user. Use Jobs Bulk Update to select the Custom Field that has now been mapped and select the name of the user you want to apply.

Step 5 - Select the Assigned Users

You can now update the mapped Custom Fields to select the relevant users. This can be done from:

• The Job - Custom Fields tab - for practices where FYI as Primary for Client Maintenance is not enabled. Users must belong to a User Group with the Edit Custom Fields permission.
  
• The Job - Summary tab for practices where FYI as Primary for Client Maintenance is enabled. Users must belong to a User Group with the Edit Jobs permission.
  

Refer to Job Custom Fields and Assigned Users in XPM Workflow Jobs.

Step 6 - Setting up Views to Show the Job Type

When XPM Workflow Jobs is enabled, the Jobs Lists and Job - Summary tabs will display Job Types of "Billing" or "Workflow" as relevant. Refer to Displaying the Job Type in the Jobs List and Job Workspace in XPM Workflow Jobs.

You can include the Job Type in views. It is recommended to update any saved views so they include the Job Type. Updating the saved views will make them available in the Client - Jobs tab and Home - My Jobs to ensure that users also see the Job Type of "Billing" or "Workflow" in these tabs.