Automations Glossary

This article defines the terms used within the Automations feature of FYI, including general Automation fields, components, and automation and workflow concepts.

For detailed instructions on how to use Automations, refer to the following sections:

General Automation Definitions

Automation Definition Details
Automation Processes Automation Processes are workflows that use triggers, filters and steps to perform actions automatically at scheduled times, when specified events occur, or manually on demand.
Automation Apps The Apps tab in Automation is used to configure apps for FYI, Outlook, and third-parties integrated with FYI.
Automation History The Automation History tab is used as an audit to monitor the processes that have been run and check if there are any errors or warnings.
Sample Processes Built-in processes included with FYI that can be modified to reflect the requirements of your practice.
Custom Processes User created processes specifically for the needs of your practice. Configure process controls, triggers, filters, and the process steps that are applied.
Collection A grouping of all processes that belong to the same process type. It serves as a central resource for related processes, making them easier to manage, reference, and maintain. For example, the Task Automation Collection comprises the overdue task reminder notifications and unassigned tasks notifications.
Bundle A set of one or more Automation Processes that can be exported from one FYI account and imported into another. Bundles are typically used to move, share, or deploy processes between Practices.
Automation Wizard Guided walkthrough to import custom processes and map fields, templates, views, and more in FYI.
Automation Library The FYI Automation Library contains a list of pre-built automations for a range of processes commonly used in accounting practices. The automation processes can be customised to suit the unique requirements of the practice, tested, and activated when ready for use.

Process Details

The fields and settings of an Automation Process that practices use to customise what the automation workflow does.

Process Definition Details
Status Indicates whether the process is Active or in a Draft state. Active processes have a white background in the grid view, whereas Draft processes have a grey background. In the list view all processes are displayed by default.
Trigger Triggers control the way in which a process is initiated, scheduled at user set intervals (clock icon), when an event occurs (e.g. a new document is created), or manual (person icon).
From Workspace Allows manually triggered processes to run from a Workspace.
From List Allows manually triggered processes to be run from a List.
From Process Step Allows manually triggered processes to be run from another Process.
Filter Filters are used to determine what information is included in the process by selecting a view or setting the process filter options.
Run Only Once Per Controls how often a process runs against a client, job, document, or other record. It prevents duplicate processes from being created for the same record.
Start From For automations with a Document Filter selected, allows you to enter the date from which you want to start retrieving documents.
Last Run Shows the date the process was last run and a status icon to indicate if it was successful or failures. 
Automation Process Steps Process Steps are the actions performed by the process, for example, creating a job or email. Each step contains different settings to be configured, for example, how the document is filed, settings for the workflow, and whether a task or comments are created. 

Process History

Process History provides details of processes that have run and any errors or warnings that occurred.

History Definition Details
Process Activity Selecting a process message opens the Process Activity drawer, which displays more details about the process and the steps performed.
Stopped Displayed in grey with a square icon. The process has been stopped while running, and can be retried or run again.
Progress Displays in grey with a minus icon in a circle. The process is currently in progress, and may have a Blocking Task preventing it from continuing.
Success Displays in green with a tick icon. Each step in the automation process was run until the process was completed.
Error Displayed in red, with a cross icon. There is an issue that requires attention, preventing the process from completing.
Warning Exclamation Mark Displayed as a yellow exclamation mark alongside the Status, and indicates that at least one step of the process contains a warning.
Retry Runs a process from where it was stopped.
Run again Runs a process from the beginning. If any changes have been made, the process will be run using the updated configuration. Where the process was run, for example, for a specific client, it will run it again for that client. 
Activity Link Copy a link to the History entry, for example, to send for support purposes.

Process Filter Definitions

Filters determine what type of record the custom process is based on. 

Filter Definition Details
Client Scheduled and Manual Trigger. The Client filter triggers an automation when a client meets specific view conditions, for example, sending a bulk email to clients with a specific Custom Field option selected. 
Client Update Triggers the Automation when a client field is updated. 
CSV Data Import Beta. Allows practices to configure one or more CSV files and import the data from the file into FYI. 
Document Scheduled and Manual Trigger. Allows practices to automate processes based on documents in FYI, for example, to create a Client Mail Merge, or automatically share signed documents to Collaborate. 
Employee Practices can create an automation based on employees in FYI, for example, Employee Onboarding, or preparing for employee performance reviews.
Invoice The Invoice filter allows practices to create an automation based on invoices, for example, adding notifications for invoices with the status of Draft, or Awaiting Payment.
Job Scheduled & Manual Trigger. This filter allows practices to automate processes based on jobs, for example, practices may use the filter to trigger a Job Rollover process based on the Job State for existing jobs.
New Client Event Trigger. Allows practices to automate processes when a new client is created in FYI.
New Job Event Trigger. Allows practices to automate processes when a new job is created in FYI.
Client Update Event Trigger. Allows practices to automate processes when a client is updated in FYI.
Job Update Event Trigger. Allows practices to automate processes when a job is updated in FYI.
Practice Activity Scheduled and Manual Trigger. Allows practices to perform actions based on events displayed in Practice Activity. For example, practices may wish to send notifications when an "Action Required" or "Failure" event occurs.
Task Scheduled and Manual Trigger. Allows practices to send notifications based on a Task view. For example, you might use the filter to select a view that shows overdue or unassigned tasks, and then trigger a summary notification to a particular user.
Time Entry Allows practices to automate processes based on time entries created by users. For example, practices may use the filter to select a view containing draft time entries, then add the Summary Notification step to the process to create reminders for users to submit their time.
Inherit Job When the Filter Type is set as Document View or Tasks View, the Partner, Manager or Custom User Role is taken from the job selected when the process step is set up, to use them as the sender, recipient, workflow owner, workflow approver, or task assignee.

Process Step Definitions

Steps define what actions are taken in the Automation Process. 

Step Definition Details
Alter Document Used to update key fields of the document, add tasks or comments, and change filing details if the process creates the document.
AutoTime Creates draft Time Sheets for users as they complete FYI Tasks, removing the need for manual time entry and increasing efficiency. 
Convert to PDF Converts a Word or Excel document to a PDF.
Copy Document Makes a copy of a document. Cannot copy an Email, Invoice, or Credit Note.
Create Disbursement For Practices on the Elite plan, automatically adds a Disbursement Entry for a Job. Disbursements can be created by configuring the Automation step to enter the relevant information, or by using merge fields to import data from a CSV file.
Create Emails and Documents Automatically create emails or documents as part of your process.
Create Excel Report For Practices on the Elite plan, creates Practice Reports automatically. Can be used to create Management reports on a monthly basis, and notify the Practice Manager to review using Tasks and Comments.
Create Invoice For Practices on the Elite plan, this step creates an Invoice when a Job reaches a certain state.
Create Note Creates a File Note for a Client or Job.
Create PDF Creates a PDF document from a PDF Template stored in FYI, that can then be used in later steps.
Create Task Creates a Task in FYI, reducing the need to manually create and assign tasks.
Create Time For Practices on the Elite plan, this step creates Time Sheets for users, either as a Draft time entry for review, or Submitted against a Job.
Create and Update Jobs Creates new Jobs, or updates jobs that triggered the automation or were created from another step. Update Job can also remove data from fields.
Creating and Updating Clients Creates and updates clients in FYI, for example, to set a new manager or partner against clients in a specific view. Only available on the Elite plan with FYI or XPM as the practice management source, or Pro, with FYI as primary or CSV data import betas enabled.
Execute Process Runs another automation process within the Initiating (parent) process. The Executing (child) process filter criteria must match the initiating process. 
Finish Co-Edit Updates documents so they are no longer available for editing and removed from the New Collaborate SharePoint site or OneDrive folder.
Look Up Client Finds a matching client based on search filters and criteria, to use in later automation steps.
Look Up Job Finds an existing job by matching a number of the search filters and criteria, to use in later automation steps.
Share No Email Allows documents to be shared automatically, without sending an email to a client, to a Collaborate or Legacy Collaborate site, or the client's OneDrive folder.
Send for Signature Sends PDF documents for signing through a connected digital signing service.
Send Request Enables practices to send data from FYI to an external system using specific filters.
Stop Prevents remaining steps in a process from executing if the specified filter no longer applies, or where various conditions are met. 
Summary Notification Used when an FYI view is used to trigger the notification. A notification will be sent to the selected user, with a link to the relevant view in FYI. 
Unshare Document Allows practices to automatically remove documents shared with clients using either New Collaborate or Legacy Collaborate.
Update Employee For Practices on the Elite plan, this step updates custom fields on Employee Records.
Update Time or Disbursement For Practices on the Elite plan, this step updates existing Time or Disbursement entries, including Interim Time Entries. For example, updating draft time entries to "Submitted", or updating the Custom Fields for consistency and reporting purposes.
Delay Delays the next step in the process from running until that delay is over.
Share Document Practices that have the integration with myprosperity, when a Custom Process is filtered on a Document View, the Share Document step can be added from the myprosperity application.
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