Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available:FYI Admins or User Group Permissions
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
The workflow of Forms can be selected as "Finished" to indicate that the lifecycle of the form process is complete. Forms should only be marked as finished after the form has been submitted, and reviewed.
Once the workflow status of a Form is updated to Finished, the original form will be permanently deleted and automatically converted to PDF.
Overview of Finished Forms
When a Form workflow status is updated to Finished, it is important to understand the additional changes made.
Once the Form has been automatically converted to PDF:
- All details from the original form will be retained in the PDF document, including Activity, Filing Details, Threading and Stapling.
- The PDF will not be an exact copy of the original form, but it will contain all fields and values.
- Multi-page Forms are separated into different pages within the PDF.
- Hidden fields are excluded in the PDF, ensuring only visible information is displayed.
- File Upload fields are displayed by filename only.
- If a field in the Form has not been completed, the PDF will display "Not provided". For example, where a client has not entered their updated contact details, these fields will display [Not provided].
Updating the Form Workflow to Finished
There are two ways that a Form can be marked as finished, depending on your user permissions:
- FYI Admins: From the Documents list, either manually or using Bulk Update.
- FYI Admins and users with Create Automations permission: Using Automation Steps.
Manually from the Documents list
- Navigate to a Documents list.
- Select a Form, by clicking the white space within the row. The Document Drawer will open.
- In the FYI Drawer, set the Workflow to "Finished".
Important: Once selected, the original Form will be automatically converted to a PDF document and the original form permanently deleted. - The PDF will now display in the Document list, with the Workflow Status automatically set to "Completed". All Activity and Filing from the original Form is retained on the PDF document.
Using Bulk Update
- Navigate to a Documents list.
- Select one or more Forms in the list.
- Click the Bulk Update button in the toolbar. The Bulk Update drawer displays.
- Update the Workflow to "Finished".
Important: Once selected, the Forms will be automatically converted to individual PDFs and the original forms permanently deleted. - Each PDF will display individually in the Document list, with the Workflow Status automatically set to Completed. All Activity and Filing from the original Form is retained on the PDF documents.
Using Automation Steps
FYI Admins and users with Create Automation permissions can change a Form's workflow status to "Finished" from within an Alter Document process step.
When a process contains either a Forms - Filter or a Create Form step, and the Alter Document step is included, the workflow status can be set to Finished. The automation will automatically convert the Forms included in the filter to individual PDFs and permanently delete the original forms.
Refer to Process Step Details - Alter Document step for further information.