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
The Look Up Client step is used to find a matching client in FYI by matching a number of search filters, for example, Email, FYI Client ID, or Client Code. This client can then be referenced in later automation steps to perform actions using the matching client only.
Users can also control whether the process should stop or continue if the client is not found, or multiple clients match the search criteria.
Look Up Client Step
The Look Up Client step contains various fields to return a search for matching clients.
Merge Fields can be used on some filters to search for jobs. Click the Merge Fields icon and select from the available merge fields. Refer to Including Merge Fields in Automations.
Look Up Client Fields
| Field | Details |
| Name | The name of the client displayed in FYI, typically the client's legal name. |
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The email address for the client, displayed on the Client - Summary tab. Where an email address has not been entered for the client, and the Primary Contact's email is displayed, the search will also try to find the client based on the Primary Contact's email address. |
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| FYI Client ID | A unique system-generated code created by FYI when a client is first created. The FYI Client ID is displayed on the Client - Summary. |
| Client Code |
The Client Code as entered on the Client - Summary Note: This field is not available for UK sites. |
| Export Code | The Export Code as entered on the Client - Summary. |
| Custom Field |
Used to select a Custom Field to be included in the search filters. To add a Custom Field, select the Custom Field from the drop-down. A new drop-down for that Custom Field will be displayed, where the search filters can be selected. |
| If Client Not Found | This option allows users to control what happens if a matching client cannot be found, or multiple clients have been returned by the search. Refer to If Client Not Found below. |
| Context behaviour | This option controls whether subsequent steps in the automation apply to the current Client, or to the Client found by the Look Up Client step. Refer to Context Behaviour below. |
Working with the Look Up Client Step
If Client Not Found
When a client is not found, the user can choose whether to stop or continue the process. Stop Process is selected by default.
| Field Selection | Details |
| Stop Process | Selected by default, the process will be stopped, and any remaining steps in the process will not be executed. |
| Continue Process | Where a match isn't found, the process will continue for each record as per the selected Automation Filter. A warning message is displayed for each step that cannot be completed for a matching client. |
Context Behaviour
The Context behaviour setting controls whether subsequent steps in the automation apply to the current client or the client found by the Look Up Client step.
| Field Selection | Details |
| Update context to lookup result |
Subsequent steps in the process will be applied to the matched Client found by this step. This option is selected by default. When the step is added to a process, Matched Client used as Current Client will display in the Action column. |
| Preserve previous context |
The Look Up Job step will find a matching Job, but subsequent steps in the process will continue using the current Job. When the step is added to a process, No changes to Current Client will display in the Action column. |