Merge Fields Glossary - Automation Fields

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

Merge Fields allow practices to add placeholders to dynamically insert content, for example, when using an automation to update the job details.

For more information, refer to Merge Fields Overview.

When creating Custom Automation Processes, additional Merge Fields will be available depending on:

  • The Filter view.
  • Previous steps in the process.
  • Integrations connected to your FYI platform.
  • Your FYI subscription plan.
  • The field where the Merge Field is being inserted, e.g. User fields will only display User-type Merge Fields.

For example, when an Automation Process uses a Job View filter, additional sections are displayed for the related Job, Client, Client Partner, and other associated records. Custom Fields for the relevant entry may also be displayed. 

This article displays the Merge Field codes displayed when adding Merge Fields to an Automation Process.

For instructions on implementing Merge Fields, refer to the following articles:

Additional Merge Fields available to use within FYI and Office Documents can be found in Merge Fields Glossary - Standard Fields.

Use Ctrl+F to quickly search for a specific Merge Field in this article.

Automation Fields

Automation Initiator

The following fields relate to the user who manually triggered an Automation process.

Field Details Merge Field Code
User

Selects the user that triggered the Automation, for example, when assigning a task.

When a scheduled automation process triggered by "System" is used to send an email, and this Merge Field is selected for the Sender field, the Process Owner will be selected.

 In FYI:
{{ ExecutionInitiatorUserUser }}
Address

The user's address.

This is maintained in the integrated practice management solution e.g. Xero Practice Manager.

 In FYI:
{{ ExecutionInitiatorUserAddress }}
Email The user's email address. In FYI:
{{ ExecutionInitiatorUserEmail }}
 
Mobile

The user's Mobile number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone Number is maintained in XPM.

 In FYI:
{{ ExecutionInitiatorUserMobile }}
 
Name The user's name. In FYI:
{{ ExecutionInitiatorUserName }}
 
Phone

The user's Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone Number is maintained in XPM.

 In FYI:
{{ ExecutionInitiatorUserPhone }}
 
Qualifications The user's qualifications, as per the User Settings in FYI e.g. ACCA, CIMA, CPA. In FYI:
{{ ExecutionInitiatorUserQualifications }}
 
Role The user's role within the practice, as per the User Settings in FYI, for example, Accountant. In FYI:
{{ ExecutionInitiatorUserRole }}
 

Alter Document

Field Details Merge Field Code
Original File Name

Used to select the existing Document Name, for example when altering a document and adding additional content to the end of the file name.

Available with the Alter Document step.

 In FYI:
{{OriginalFileName}}

Trigger Fields

Trigger Merge Fields are used to insert information from the item that triggered the automation. For example, if a job was added to the view selected in the Automation Filter, that job would be referred to as the "Trigger Job". The Trigger Merge Fields will retrieve information from that job.

Trigger Merge Fields are displayed using the standard Merge Field code prefixed with "Trigger". For example, the Merge Field {{ TriggerClientName }} is the Client Name of the client for the job that triggered the automation. 

Trigger Client

The Client fields are used to insert information related to the client, displayed on the Client-Summary tab. A range of Trigger Client merge fields is available. 

The following information highlights specific Postal Address details that can be used in Update Client automation step. 

Note: The following Merge field is available to practices on the Elite plan and Pro plan with FYI as Primary enabled.

Field Details Merge Field Code
Same as Physical Address

The client's 'Same as Physical Address' setting.

When selected, the client's postal address is updated to match the physical address if the setting is ticked, or applies any existing postal details if the setting is unticked.

 In FYI:
{{ TriggerClientPostalAddressSameAsPhysicalAddress }}

Trigger Client Partner

The Client Partner fields are used to insert information related to the practice user nominated as the Client Partner, displayed on the Client - Summary tab.

Field Details Merge Field Code
Address

The user's address.

This is maintained in the integrated practice management solution e.g. Xero Practice Manager.

 In FYI:
{{ TriggerClientPartnerAddress }}
Email The user's Email Address. In FYI:
{{ TriggerClientPartnerEmail }}
 
Mobile

The user's Mobile Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Mobile is maintained in XPM.

 In FYI:
{{ TriggerClientPartnerMobile }}
 
Name The user's name, as per the User Settings in FYI. In FYI:
{{ TriggerClientPartnerName }}
 
Phone

The user's Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone Number is maintained in XPM.

 In FYI:
{{ TriggerClientPartnerPhone }}
Qualifications The user's qualifications, as per the User Settings in FYI e.g. ACCA, CIMA, CPA. In FYI:
{{ TriggerClientPartnerQualifications }}
Role The user's role within the practice, as per the User Settings in FYI, for example, Accountant. In FYI:
{{ TriggerClientPartnerRole }}

Trigger Client Manager

The Client Manager fields are used to insert information related to the practice user nominated as the Client Manager, displayed on the Client - Summary tab.

Field Details Merge Field Code
Address

The address.

This is maintained in the integrated practice management solution e.g. Xero Practice Manager.

 In FYI:
{{ TriggerClientManagerAddress }}
 
Email The user's email address. In FYI:
{{ TriggerClientManagerEmail }}
 
Mobile

The user's Mobile Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Mobile is maintained in XPM.

 In FYI:
{{ TriggerClientManagerMobile }}
 
Name The user's name, as per the User Settings in FYI. In FYI:
{{ TriggerClientManagerName }}
 
Phone

The user's phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone is maintained in XPM.

 In FYI:
{{ TriggerClientManagerPhone }}
 
Qualifications The user's qualifications, as per the User Settings in FYI e.g. ACCA, CIMA, CPA. In FYI:
{{ TriggerClientManagerQualifications }}
 
Role The user's role within the practice, as per the User Settings in FYI, for example, Accountant. In FYI:
{{ TriggerClientManagerRole }}
 

Trigger Data

For practices on the Elite plan, when creating an Automation with the CSV Data Import Automation Filter selected, a Trigger Data section will be displayed.

The Trigger Data section contains the Column names from the CSV Import file, relevant to the field the Merge Field is being inserted into, and the column Type selected in the Filter. In the example below, only columns with a Type of "Date" are displayed.

4075_CSV_Import_Create_Job_Date_Field.gif

Trigger Document

These fields relate to the document that triggered the Automation, including Emails, Word, Excel, and PowerPoint files.

Field Details Merge Field Code
Attachment Links

A link to documents on the relevant Collaborate site where the client's folder is located, either the default Client Collaborate site, or the dedicated Client Secured Collaborate site if configured. 

If Personalised Links has been enabled, sending emails using the Attachment Links Merge Field will append a login hint to the URL.

 In FYI:
{{ DocumentAttachmentLinks }}
Word/Excel:
DocumentAttachmentLinks
Created Date The date on which a document was created. In FYI:
{{ DocumentCreatedDate }}
Word/Excel:
DocumentCreatedDate
Filename The name of the document in FYI In FYI:
{{ DocumentFileName }}
Word/Excel:
DocumentFileName
Reference Number The unique identification number for the document within FYI. In FYI:
{{ DocumentReferenceNumber }}
Word/Excel:
DocumentReferenceNumber

Trigger Document Approver

Relates specifically to the user who approved a document that triggered the automation.

Field Details Merge Field Code
Address The address for the user that approved the document. In FYI:
{{ AuthorAddress }}
Email The approver's Email Address In FYI:
{{ AuthorEmail }}
Mobile The Mobile Phone number for the user that approved the document. In FYI:
{{ AuthorMobile }}
Name The name of the user that approved the document. In FYI:
{{ AuthorName }}
Phone The phone number for the user that approved the document. In FYI:
{{ AuthorPhone }}
Qualifications The qualifications for the user that approved the document. In FYI:
{{ AuthorQualifications }}
Role The role of the the user that approved the document. In FYI:
{{ AuthorRole }}

Trigger Document Owner

The creator of the email or document that triggered the automation.

Note: If an email is edited and sent by someone after it is initially created, the Owner information does not change.

Field Details Merge Field Code
Address The address for user that created the document. In FYI:
{{ OwnerAddress }}
Word/Excel:
OwnerAddress
Email The document creator's Email Address In FYI:
{{ OwnerEmail }}
Word/Excel:
OwnerEmail
Mobile The Mobile Phone number for the creator of the document. In FYI:
{{ OwnerMobile }}
Word/Excel:
OwnerMobile
Name The name of the user that created the document. In FYI:
{{ OwnerName }}
Word/Excel:
OwnerName
Phone The phone number for the user that created the document. In FYI:
{{ OwnerPhone }}
Word/Excel:
OwnerPhone
Qualifications The qualifications for the user that created the document. In FYI:
{{ OwnerQualifications }}
Word/Excel:
OwnerQualifications
Role The role of the document creator. In FYI:
{{ OwnerRole }}
Word/Excel:
OwnerRole

Trigger Invoice

The following Merge Fields are only available to practices on the Elite plan with FYI selected as the Practice Management source.

When creating a Custom Automation process using an Invoice View filter, Invoice Merge Fields will become available in the Trigger Invoice section.

Note: Invoice Custom Fields will be available to select in the Trigger Invoice Merge Field section. These fields are unique to each practice, and not included in the list below.

Field Details Merge Field Code
Due Date The Due Date for the invoice. In FYI:
{{ TriggerInvoiceDueDate }}
Invoice Date The invoice date. In FYI:
{{ TriggerInvoiceInvoiceDate }}
Amount The Invoice amount, excluding tax. In FYI:
{{ TriggerInvoiceAmount }}
 
Amount Including Tax The Invoice amount, including tax. In FYI:
{{ TriggerInvoiceAmountIncludingTax }}
 
Amount Outstanding The Invoice amount, minus any payments. In FYI:
{{ TriggerInvoiceAmountOutstanding }}
 
Amount Tax The tax value. In FYI:
{{ TriggerInvoiceAmountTax }}
Paid Amount The amount paid. In FYI:
{{ TriggerInvoicePaidAmount }}
Number Invoice Number. In FYI:
{{ TriggerInvoiceNumber }}
 
Total WIP

Calculates all current WIP associated with the job.

Available with the Create Invoice automation step.

 In FYI:
{{ TotalWIP }}
Total Disbursements

Aggregate total cost of all disbursements for the job (available for Billing and Standard Jobs only).

Available with the Create Invoice automation step.

 In FYI:
{{ TotalDisbursement }}

Trigger Job

The following fields are available to select in Automations when the Process Filter is set to Job - View Filters.

Field Details Merge Field Code
Actual Amount

The value of the hours assigned to the job from time entries.

(PM Source: FYI)

 In FYI:
{{ TriggerJobActualAmount }}
Actual Hours

The number of hours assigned to the job from time entries.

(PM Source: FYI)

 In FYI:
{{ TriggerJobActualHours }}
Actual

The number of hours assigned to the job from time entries.

(PM Source: XPM)

 In FYI:
{{ TriggerJobActualHours }}
Assigned Users The users assigned to the job. In FYI:
{{ TriggerJobAssigned }} 
Budget

The estimated value for the job. 

(PM Source: XPM)

 In FYI:
{{ TriggerJobBudget }}
Budget Amount

The estimated value for the job.

(PM Source: FYI or Practice Sync such as MYOB, APS)

 In FYI:
{{ TriggerJobBudgetAmount }}
Budget Hours

The estimated number of hours required for the Job.

(PM Source: FYI)

 In FYI:
{{ TriggerJobBudgetHours }} 
Description The Job Description. In FYI:
{{ TriggerJobDescription }}
Due Date The date by which the job must be completed. In FYI:
{{ TriggerJobDueDate }}
Estimated

The estimated number of hours required for the Job.

(PM Source: XPM)

 In FYI:
{{ TriggerJobEstimatedHours }}
Invoiced Amount

The value invoiced to the client.

(PM Source: FYI)

 In FYI:
{{ TriggerJobInvoicedAmount }}
Name The name of the Job. In FYI:
{{ TriggerJobName }}
Number The Job Number In FYI:
{{ TriggerJobNumber }}
Start Date The scheduled date when the job commences. In FYI:
{{ TriggerJobStartDate }}
WIP

The value of work that has been started but not yet invoiced.

(PM Source: FYI)

 In FYI:
{{ TriggerJobWIP }}
Write On/Off

The value that has been written on/off for the job.

(PM Source: FYI)

 In FYI:
{{ TriggerJobWriteOnOff }} 

Trigger Job Partner

The Job Partner fields are used to insert information related to the practice user nominated as the Job Partner, displayed on the Job - Summary tab.

Field Details Merge Field Code
Address

The user's address.

This is maintained in the integrated practice management solution e.g. Xero Practice Manager.

 In FYI:
{{ TriggerJobPartnerAddress }}
Email The Job Partner's Email Address. In FYI:
{{ TriggerJobPartnerEmail }}
Mobile

The user's Mobile number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Mobile Number is maintained in XPM.

 In FYI:
{{ TriggerJobPartnerMobile }}
Name The user's name, as per the User Settings in FYI. In FYI:
{{ TriggerJobPartnerName }}
Phone

The user's Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone Number is maintained in XPM.

 In FYI:
{{ TriggerJobPartnerPhone }}
Qualifications The user's qualifications, as per the User Settings in FYI e.g. ACCA, CIMA, CPA. In FYI:
{{ TriggerJobPartnerQualifications }}
Role The user's role within the practice, as per the User Settings in FYI, for example, Accountant. In FYI:
{{ TriggerJobPartnerRole }}

Trigger Job Manager

The Trigger Job Manager fields become available when the Process Filter is set to Job - View Filters. These fields display details related to the Job Manager, as shown on the Job - Summary tab.

Field Details Merge Field Code
Address

The user's address.

This is maintained in the integrated practice management solution e.g. Xero Practice Manager.

 In FYI:
{{ TriggerJobManagerAddress }}
Email The user's Email Address. In FYI:
{{ TriggerJobManagerEmail }}
Mobile

The user's Mobile number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Mobile Number is maintained in XPM.

 In FYI:
{{ TriggerJobManagerMobile }}
Name The name of the user nominated as the Job Manager, as per the User Settings in FYI. In FYI:
{{ TriggerJobManagerName }}
Phone

The user's Phone number, as per the User Settings in FYI.

For practices integrated with Xero Practice Manager, the Phone Number is maintained in XPM.

 In FYI:
{{ TriggerJobManagerPhone }}
Qualifications The user's qualifications as per the User Settings in FYI e.g. ACCA, CIMA, CPA. In FYI:
{{ TriggerJobManagerQualifications }}
Role The user's role within the practice, as per the User Settings in FYI, for example, Accountant. In FYI:
{{ TriggerJobManagerRole }}

Trigger Time and Disbursements

The following Merge Fields are only available to practices on the Elite plan with FYI selected as the Practice Management source.

The following Merge Fields are available when the Automation filter is set to Time Entry - View Filters.

Field Details Merge Field Code
Billable Amount The Billable Amount for the Time or Disbursement. If not chargeable, for example, capacity-reducing time, the value will be zero. In FYI:
{{ TriggerTimeEntryBillableAmount }}
Entry Date The date of the Time entry or Disbursement. In FYI:
{{ TriggerTimeEntryEntryDate }}
Hours

The time associated with the entry, displayed as a Decimal. 

Note: Add "| round: (number)" to the end to round the value to the specified number of decimals e.g. {{ TriggerTimeEntryHours | round: 2 }}. Refer to Formatting Merge Fields.

 In FYI:
{{ TriggerTimeEntryHours }}
Name The name entered for the Disbursement. In FYI:
{{ TriggerTimeEntryName }}
Quantity The quantity entered for the Disbursement. This field is blank for time entries. In FYI:
{{ TriggerTimeEntryQuantity }}
User The user assigned to the time entry. In FYI:
{{ TriggerTimeEntryUser }}
Write On/Off Displayed if there is a Write On/Off value associated with the entry. In FYI:
{{ TriggerTimeEntryWriteOnOff }}

Integration Merge Fields

When FYI is connected to other platforms, additional Merge Fields may be available depending on the integration and the type of Automation Process being created. These Merge Fields can be used to insert information from integrated systems, such as practice management solutions, document signing platforms, and other connected apps.

For detailed information on integration-specific Merge Fields, refer to the relevant integration article in the Apps and Integrations section of the Help Centre.

 

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