Process Step Details - Create and Update Jobs

Selects the Job Type, either Standard, Billing, or Workflow. If Workflow is selected, an additional Billing Job field will be displayed.

When importing data from a CSV Import file, separate processes must be created for each Job Type.

Elite Plan
The Update Job Step can also be used to convert Standard Jobs to Workflow Jobs in bulk.

To update the Job Type to Workflow, select "Workflow" from the Type dropdown. Once selected, a Workflow Job Template and associated Billing Job must be selected.

When selecting a Billing Job, Merge Fields can be used to select the Billing Job. Consider the Billing Job in your selection to avoid allocating Workflow Jobs to the incorrect Billing Job.

Note: Billing Jobs cannot be converted to Workflow Jobs. If a Billing Job or Workflow Job are selected in the Process View Filter, an error message will display in the Process History tab. Refer to Process History and Activity.

Pro Plan
For practices integrated with Xero Practice Manager, select from a list of Templates synchronised from XPM.

Elite Plan
Select a Job Template that matches the Job Type selected. 

The Template defines the billing details for invoicing, including selecting the Xero Ledger. Key Job Details, such as Job Name, will be populated automatically unless already filled.

The name of the Job. If a Job Template has been selected, the name will be filled in automatically, but can be overwritten if required.

Note: If your practice has enabled the XPM Workflow Jobs setting, the Name cannot be updated for XPM Workflow Jobs, only for Billing Jobs.

Select the relevant Job State, for example, Planned, In Progress, or On Hold. If a Job Template has been selected, the State will be populated but can be overwritten if required.

When importing data from a CSV Import file, Merge Fields can be used to select the Job State listed in the CSV file. Job States are mandatory when creating jobs, and optional when updating jobs.

Pro Plan with XPM Workflow Jobs Enabled
Workflow Job States are maintained in FYI, and not synchronised back to XPM.

Elite Plan
Workflow Jobs are maintained in FYI only. When a Billing Job is marked as Completed, Archived, or Cancelled, the associated Workflow Jobs will also be updated to a matching status. For example, if a Billing Job is marked as completed, all Workflow Jobs will also be completed. 

Workflow Jobs can be manually updated to a different status if required.

Note: Billing and Workflow jobs must be updated separately when changing their state to Cancelled, Completed, or Archived. To update their state to one of these types, the filter view must include only Billing jobs or only Workflow jobs.

Pro plan
For practices integrated with XPM, select a Category if required. The list will display the Job Categories set up in XPM.

If a template is selected, the Category from the template will not be added to the job.

Elite Plan
Select a Job Category from the drop-down. Only active Job Categories will be displayed.

Used to nominate the job as the Primary Job. This will display in the Primary column of the Jobs list, and act as your lead job for the client.

Merge Fields cannot be used to select whether the Primary option is toggled on or off. When importing data from a CSV Import file, separate import files must be created for Primary jobs.

Displayed only for Standard and Workflow Jobs. Enter the number of hours for the job.

For Billing Jobs, the Budget Hours is calculated based on the Budget Hours for the Workflow Jobs linked to the Billing Job.

Displayed when FYI as Primary for Client Maintenance is disabled. Select the user assigned to the Job. Only one user can be assigned when creating a job in FYI.

If the automation was triggered by another job, you can select the same User from the Job that triggered the automation.

For practices on the Elite plan, users are assigned via Custom User Roles. Refer to Custom Fields to select the role, and assign the user accordingly. Refer to Assigning Users to Jobs.

The description for the job.

If you select a Template with a Description in the Create Job, the Description from the Template will not be added to the Job that is created. If relevant, you can add the Description directly in the Create Job step.

If you select a Custom Field, a new field will be added to the drawer.

Once a Custom Field has been selected, it will be removed from the options available in the Custom Field drop-down list. You can add additional Custom Fields by selecting them from the drop-down.

Update the added Custom Field by selecting a value from the drop-down, or clicking the Merge Field. When updating a Job Custom Field that is a Date, this is set as the "Current Date" by default.

If importing data from a CSV Import file, Custom Fields must have a separate column in the file. Use Merge Fields to select the relevant column for the Custom Field from the Trigger Data section. Columns must have the correct Type selected in the Automation Filter to be available to select. For example, a "Date" Custom Field will only show columns with "Date" selected as the Type in the filter.