Automation Processes

The Processes tab on the Automation dashboard is where Administrators can manage all the process automations for your practice.

FYI is shipped with System Processes which can be modified to reflect the requirements of your practice. They can also be used as templates for your own processes.

To access the Automation Dashboard:

1. From FYI, click the Automation menu option.

2. Display the Processes tab.

To display your automation processes as a list, click the List View link on the top right-hand side.

Using the Filters on the Processes Tab

You can use the filters on the Processes tab to select which processes are shown in the tab.

• Filter by Status ("Active" or "Draft").
• Filter by Plan can be used to display which processes are available for each subscription plan to FYI ("Starter", "Intermediate" or "Pro").
• Filter by App for example, FYI, Outlook. Xero Ledger, Xero Tax.

Opening and Editing a Process

For the relevant process, click the cog icon to edit it. 

Processes with On or Off Settings

The following is an example of an automation process which generally has only On or Off settings to control what is processed.

For detailed explanations of the automation processes, refer to the following:

Email AutoFile
Calendar Entry AutoFile
Xero Practice Manager (Synchronising Clients, Staff, Jobs and Tax Returns)

Processes with Steps

Some processes involve multiple steps, for example, bringing in certain information from Xero Practice Manager, filing it and sending an email or creating a task relating to it.

When you open a process with steps, this shows a summary of what each step does.

Name. The name of the process.

Trigger. This controls the way in which a process can be triggered:

• Scheduled Daily. 
  For an example of a process that is Scheduled Daily, refer to Tax Assessments (Agreed) AutoFile.
• Due to an event (for example "Email has Arrived", "Document Created"). 
  For an example of a process that runs due to an event, refer to Negative Email Alert.
• On Demand. 
  The process is run as and when required, for a specific client. 
  For an example of a process that is run On Demand, refer to Client Ledger Reports AutoFile.

Filter. A filter determines what information is or is not included in the process. 
For example, a process is set up that filters import tax assessments that agree with the original assessment and a different process, with different actions, is set up for tax assessments that vary from the original assessment.

Status. The Status can be "Active" or "Draft". A process will only be run if the Status is "Active".

Process Steps - Application and Action

In each step, you select the Application and Action.

For detailed explanations of the steps that make up a process, refer to Process Steps.

For examples of the many ways the steps can be used, refer to the following:

Tax Assessments (Agreed) AutoFile 
Tax Assessment (Variance) AutoFile
Client Ledger Reports AutoFile
Negative Email Alert