In the legacy lists for Jobs lists, there was an option that could be used to save Views with one or more specific Jobs selected. This functionality is not available in the New Lists. However, as part of the transition to New Lists, FYI has added functionality to specifically cater for these saved Views and to ensure they still function as intended when displayed with the New Lists. This also ensures that, where the Views are being used as a Filter in Automation Processes, the Processes still functions as expected.
Not all practices have Views that were saved with multiple Jobs.
An email has been sent to the FYI Admins of any practices that have Jobs Views that were saved with multiple Jobs selected.
This article explains how these Views display in New Lists and explains what you need to do with them. It covers how to check them and, where relevant, how to update and save them (or recreate them) so they display the required Jobs in the New Lists.
This article contains the following sections:
- How do we know which Views were Saved with Multiple Jobs?
- How the Views were Saved in Legacy Lists
- In New Lists, Displaying a View that was Saved with Multiple Jobs
- Reviewing the Views that include the "Name (Legacy)" Column
- Deleting any Views that include the "Name (Legacy)" Column that are No Longer Needed
- Decide what to do with any Views that include the "Name (Legacy)" Column that are Still Needed
- How to Set up Views to Display Specific Jobs
- Updating and Saving a View with the "Name (Legacy)" Column
- Updating and Saving a View without the "Name (Legacy)" Column
- Recreating a View and, if relevant, Attaching it to the Process(es)
How do we know which Views were Saved with Multiple Jobs?
If your FYI Admin(s) have been notified that you have affected Views, and you would like a list of these Views, please contact the FYI Support Team at email@example.com.
How the Views were Saved in Legacy Lists
In legacy lists, clicking on the Name column displayed the Add/Remove Job Name pop-up so that individual Jobs could be selected. In the following example in legacy lists, certain Jobs that relate to Compliance have been selected for inclusion. If the View was then saved, it always displayed only these specific Jobs.
In New Lists, Displaying a View that was Saved with Multiple Jobs
When using New Lists and selecting a View in the Jobs Lists, if the View was saved with one or more specific Jobs selected from the Name column in legacy lists, an additional column Name (Legacy) is automatically included.
The Name (Legacy) column displays the Job Names that were originally selected when the View was saved in legacy lists.
If any of these Views are used in Automation Processes, only the relevant Jobs will be included so the Processes work in the same way as they did with legacy lists.
The Name (Legacy) column displays automatically and is included on the right-hand side of the list. This column cannot be selected or hidden in the Columns tab but you can sort the column, drag and drop it to move it and you can use the Pin Column function or the Autosize function on the column in the same way as other columns.
Reviewing the Views that include the "Name (Legacy)" Column
Review each of your practice’s Jobs Views that had specific Jobs selected. You need to determine any that are no longer needed, and any Views that need to be updated and saved again or recreated.
- If you have requested the FYI Support Team to send you a list of the affected Views for your practice, you can use this list to check each of the Views that have specific Jobs selected.
- You can also select a View from the View Selector drop-down in the Jobs Lists and check if the Name (Legacy) column displays.
- In the Jobs list View Selector, an FYI Admin, or a user in a User Group that has Permissions enabled for Views, will additionally see any Views that have been saved as "Automations only". These Views do not show in the View Selector in Jobs lists for standard users or users in a User Group that does not have Permissions enabled for Views. These Views also need to be reviewed.
- To check if a View is used in any Processes, from Automation Processes, the List View shows the name of a View selected in the Filter for Processes.
Deleting any Views that include the "Name (Legacy)" Column that are No Longer Needed
If any of the Views that include the Name (Legacy) column are no longer needed they should be deleted. Views can be deleted by an FYI Admin from the Practice Settings - Documents - Views (refer to Managing Views).
If you try to delete a View that is used in a Process, a message displays to show you the process(es) the View is used in. When this is the case, update or delete the relevant Processes and then delete the View that is no longer needed.
Decide what to do with any Views that include the "Name (Legacy)" Column that are Still Needed
For any Views that include the Name (Legacy) that are still needed:
- Check if they need to be updated and saved again using a method other than selecting specific Jobs. This ensures that if changes are needed in the future to the View (for example, to exclude Jobs or to include other Jobs) the View can be saved to reflect the changes.
Refer below to Updating and Saving a View that has the "Name (Legacy)" Column.
- Check if you prefer to recreate any of the Views and save them as new Views.
Refer below to Recreating a View and, if relevant, Attaching it to the Process(es).
An FYI Admin can then delete those Views with the Name (Legacy) column (refer to Managing Views).
- If there are any Views that will not be used in the future and that will only ever relate to the specific Jobs that are already selected, you may decide to leave these as they are set with the Jobs showing in the Name (Legacy) column.
How to Set up Views to Display Specific Jobs
There are several ways in which you can set up a View to display specific Jobs, such as:
- Using Custom Fields
- Using Filters
- Using Search
Using Custom Fields to Include Jobs in a View
You can use Custom Fields to select specific Jobs that need to be included in a View. An FYI Admin can add and change Custom Fields (refer to Managing Custom Fields).
For example, you can set up a Job Custom Field for Type of Service with options such as "Compliance", "Bookkeeping", "Quarterly Tax", "Advisory", "Fixed Fee", "Annual". Setting up the Custom Field with the Type set to "Drop-down" ensures that only one of the set options is selected.
If needed, more than one Custom Field can be used in order to make the relevant selections for the Jobs in the View. You can also combine the selection for Custom Field(s) with Filters applied to other columns.
Updating the Custom Field in Jobs
Changes to Custom Fields for a Job can only be made by an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Custom Fields (refer to Managing User Groups).
- The Custom Field can be selected for a Job from the Job - Custom Fields tab. Refer to Job Custom Fields.
- You can also update Custom Field(s) using Bulk Update. You can use the View that includes the Name (Legacy) column, or any other View, to select the Jobs in which to set Custom Field(s).
You can also use Bulk Update from the Client - Jobs tab or from your Home - My Jobs tab. Refer to Jobs Bulk Update.
- You can also set up an Automation Process and use the Update Job step to update Custom Fields. The relevant View can be set as the Filter in the Process and the Update Job step set up to update one or more Custom Fields.
For a step by step example of setting up a Process to update Custom Fields, refer to Updating Custom Fields.
Refer also to Custom Processes using Views and Summary Notifications, and to Setting Job Custom Fields in Update Job in Process Step Details - Updating Clients, Creating and Updating Jobs.
Using Filters to Include Jobs in a View
You may be able to apply one or more Filters for columns in the Jobs list to include the required Jobs in a View. Filtering can be applied to columns such as State, Start Date or Due Date and there are various other details in the Jobs that may identify the required Jobs such as Category and, if relevant, Cabinet.
If needed, Filters can be applied to more than one column and you can also combine the selection of Filter with selections for Custom Field(s).
Refer to Sorting and Filtering Jobs Lists.
Using Search to Check Jobs in a View
You can use the Search to include Jobs in a View. For example, you can search for part of the text in the Job Names for a common identifier.
Note: If any Search text has been entered in the Jobs List this is not retained in the saved View.
In the Jobs lists, the Search finds text in the Job Name, Client and Job State. It also searches in these columns if they are not currently displayed in the list. Refer to Searching for Jobs.
Note: The search is performed on the Name, Client or Job State that "contains" the search criteria. Using Search text may therefore not always provide the results as accurately as when using Custom Field(s) and/or Filter(s).
Updating and Saving a View with the "Name (Legacy)" Column
You can make changes to a list that includes the Name (Legacy) column in the usual way, such as sorting, searching, changing any columns or changing any filters.
As long as more than one Job was originally selected in the multiple Jobs selector, Jobs can be added or removed from the Name (Legacy) column. You can then Save view as Modify Existing view and the Name (Legacy) column will remain.
Updating and Saving a View without the "Name (Legacy)" Column
The following details how to save an existing view and remove the Name (Legacy) column.
- Decide how to apply any filters or search criteria for the View. You may need to set up one or more Custom Fields (refer above to How to Set up Views to Display Specific Jobs).
- Change the selection in the Name (Legacy) column to "Select All" Jobs.
- Set any filters or searches so the View includes the required Jobs.
- Save the View.
Although the selection of specific Job names will be removed from the updated view, there are several advantages to changing the existing View in this way:
- Any columns that have been added, removed or moved are still included as before.
- Any filters, other than for the specific Job name, are retained.
- Where a single Job Name has been selected, and this Name applies to more than one Job, this is automatically added as a filter for the Name column.
- Where a View has been saved as "Automations only", when the updated View is re-saved this setting is retained to ensure that the View is again saved as "Automations only".
- If the View has been used in any Processes, no changes need to be made to the Processes.
The following is a View with the Name (Legacy) column that will be used as an example for updating and saving.
Decide how to apply any Filters or Search Criteria for the View
You can check if a search can be applied (for example, for Job Names that contain "Annual") if something such as the Category can be used to select only these specific Jobs or if there are any other existing fields that are unique for these Jobs. In this example, it is decided to use the Custom Field Type of Service and set this as "Annual" on the relevant Jobs.
The View can be used to Bulk Update the Jobs.
When the Bulk Update has run, refresh the Jobs List by clicking Refresh (on the right-hand side of the list).
You can check that the setting for the Custom Field has been applied only to the relevant Jobs by displaying a View that shows all Jobs, and setting a filter for the relevant Custom Field to check which Jobs are included.
Change the Selections in the Name (Legacy) column to "Select All" Jobs
- In the View with the Name (Legacy) column, display the filter for the Name (Legacy) column in the column heading or from the Filters tab.
- Click Select All in the filter.
This displays all Jobs in the list.
Where only one Job Name was selected in the legacy list
Where only one Job Name was selected in the legacy list, the Name (Legacy) column will show initially with "Select All" checked. You need to unselect this then select it again in order to be able to save the view.
The selected Job Name is also automatically added as a filter for the Name column in the new list. If this is not how you want to save the updated list, you can remove this from the Name column filter.
Set any filters or searches so the View includes the required Jobs
- Set any filters or searches as relevant for the View.
In this example, a filter is set for the relevant Custom Field.
- Check that the filter and/or search you have used displays the same jobs as in the original view.
Save and Refresh the View
- Save the View by clicking Save View from the View Tools (on the right-hand side of the list). Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
- Select Modify Existing
- If the original View was set as "Automations only", this setting is retained for the modified View.
- Click Save and Close.
- Click Refresh.
This is important to re-display the View with the Name (Legacy) column automatically removed.
The newly saved View re-displays and the Name (Legacy) column has been permanently removed from the View.
Any further changes to the View can be made as normal..
Recreating a View and, if relevant, Attaching it to the Process(es)
You can create a new View which filters and/or holds a search to retrieve the required Jobs. Set up the View in the usual way and save the recreated View. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Any Views that were originally created as "Automations only" should be saved with this set in the new View.
We recommend naming the recreated View with the same convention as your legacy list, but with "New Lists" at the end to distinguish it. This will allow you to check that the recreated View is the same as the original View.
Once you have recreated the View, if required, the original View (with the Name (Legacy) column) can be deleted. An FYI Admin can then change the recreated View name to remove the "New Lists" at the end and to set it as the original name (refer to Changing the View Name of Setting it as Archived in the Drawer in Managing Views).
Important Note: If the View is attached to an Automation Process, ensure that you attach the recreated View to the Process. Run a test to make sure the View is producing the required result.