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
Employee Tasks are used to assign and track internal work related to specific employees, for example, completing forms required for onboarding, or annual performance reviews. Tasks will be displayed in the Employee Workspace on the Tasks tab, as well as in the Home Workspace under the My Tasks and Delegated Tasks tabs.
When creating an Employee Task, you must first be in the Employee Workspace. This will automatically populate the employee's name in the drawer.
Creating Tasks
Tasks can be created either as standalone or from the Task section of the document drawer.
Once created, tasks will be displayed in the Employee - Tasks tab, as well as on the Home workspace in the My Tasks and Delegated Tasks tabs for the assignee and the delegator selected in the task.
Employee tasks are only visible in Home - My Tasks workspace where users have the appropriate employee permissions:
- Employee Access: Users can view tasks when they are assigned as the Manager or Partner of the employee.
- Employee Management: Users can view and edit tasks for all employees.
Standalone Task
- In FYI, navigate to Practice > Employees.
- Click on the relevant employee to load the Employee Workspace.
- Click the + button in the menu, and select Task. Alternatively, click the T keyboard shortcut.
- The Create Task drawer will be displayed, and the employee will automatically be selected in the Employee field.
- Complete the details as required, including the details in the Task Details section on the left.
- Click Create.
Document Drawer
Employee Tasks can also be created from the Tasks section of an employee document, for example, a Word document or a meeting.
- In FYI, navigate to Practice > Employees.
- Click on the relevant employee to load the Employee Workspace.
- From either the Summary tab, or the Documents tab, click on an Employee Document to load the Document Drawer.
- Click the Add Task icon in the toolbar.
Or click the Task section of the drawer, and click the Add Task button. - Complete the details as required, including the details in the Task Details section on the left.
- Click Create.
Task Fields
When creating a Task, the following fields are available.
| Field | Details |
| Employee |
The name of the employee relevant to the task, and not the assignee. For example, if creating a task for the employee's manager to schedule the employee's annual review, the employee would be selected. When creating a task from the employee workspace, the name will be populated automatically. |
| Job | Not relevant for employees, and should be left blank. |
| Template | Choose a Task Template to pre-populate fields such as Name, Assignee, Due Date and other defaults. |
| Name | A description of the task. The name is displayed in task lists and when sending notifications. |
| Assignee | Select the user who is responsible for completing the task. If the task is not being assigned to a specific person, this can be left as "Unassigned". When displaying a list of tasks, you can select "Unassigned Only" in the column header filter to display any tasks that are not assigned to a user. |
| Delegator | Used to track who delegated the work. The delegator will be notified once the task is completed. |
| Start date |
The date when work on the task should begin. If the Default Task Start Date option is enabled in your Practice Settings, this will default to today's date. You can change the date by clicking on the Start Date field and selecting a date from the calendar, or type the date in the format dd/mm/yyyy. If you need to change the Start Date to a date that is later than the default Due Date displayed, first change the Due Date. You can then change the Start Date to a later date. |
| Due Date |
A Due Date is given as a default for a new task. The default is one day from today's date. If a template has been selected, the Due Date will be updated to match the template settings. This can be changed by clicking on the field and selecting from the calendar, or type the date in the format dd/mm/yyyy. The default number of days from today's date that is set for the Due Date is set in the Practice Settings. |
| Status | Indicates the current progress of the task, e.g. Not Started, In Progress, Completed. When marked Completed the delegator is notified. If a task will not be required, the status can be set to Rejected. |
| Document |
If the Task is being created or updated for an existing document, the Document field is included and displays the name of the document the Task is attached to. From the open a Task, you can use the Preview pane of the Task to display a preview of the email or document that the Task was created for. You can also click the link to open the drawer for the relevant email or document. |
| Advanced section | Click to expand optional settings such as Task Categories or Cabinet. |
| Task Categories |
If any Categories have been configured with Available in Tasks enabled, the categories will be displayed in the Task drawer. You can select an option for any of these. These can be Categories that are generally used for filing documents (such as Work Type or Year), or specific Categories used only for Tasks. An example of a Category used specifically for Tasks would be a Category Priority with the Options of "High", "Medium" and "Low", and set up with Available in Tasks enabled. This allows users to identify high-priority tasks which may require a separate view and Automation Process(es) to give greater oversight to key team members. Note: If a Category has the Filter Cabinet option applied, the Category will only display in the Task Drawer if the selected Cabinet is included in the Filters for that Category. |
| Cabinet |
If Task Security has been enabled in the Practice Settings for your practice, you can select a Cabinet for the task. You can only select one of the Cabinets that you have access to. The Cabinet selected for a task sets the security and ensures that only users with access to that Cabinet can see the task. This is useful, for example, for sensitive areas such as HR or performance management. |