Job States

Each Job holds a State, such as "In Progress", "Planned", "On Hold".

As you can add your own customised States for Jobs in Xero Practice Manager, FYI includes a function so that an FYI administrator can map these to how the States display and are used in FYI. This allows you to select the colour coding of how they show in FYI, and also nominate which of the Xero Practice Manager States you use in your practice to indicate a "closed" job.

To display the Job States.

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Documents.
3. Go to the Job States tab.

A list displays the Job States your practice has defined in Xero Practice Manager.

To hide the "Archived" Job States in this list, click the Hide the archived states button at the top.

Type - For each State, the Type determines what should be defined as an 'open' job or a 'closed' job in FYI. This is used when displaying jobs in lists to hide closed jobs.

• Any of the States used by your practice that are considered to be 'open' should be mapped to the FYI type of "Standard" or "On Hold".
  This would be, for example, for states such as In Progress, Planned, Running, On Hold.
  
  
• Any of the States used by your practice that are considered to be 'closed' should be mapped to the FYI type of "Completed" or "Cancelled". This would be, for example, for states such as Lost, Cancelled.
  'Closed' Jobs (that is, Jobs with a State that is mapped to the FYI type of "Completed" or "Cancelled") are not shown in selections and are hidden in the Jobs workspace by default.
  In the Jobs list, you can show closed jobs by clicking the Hide the closed jobs button to disable it.
  
  
• If a Job state is removed in Xero Practice Manager, you can set the FYI Type to "Archived" so it is not included in any filters.

Hide from Board - For any Jobs States that you do not want to see in the Jobs Board, set this to "Yes". Refer to Using the Jobs Board.

Colour - You can set the colour in which the State displays in Job lists. You can use a system such as "Green", "Amber" or "Red", or use any of the other colours such as "Blue", "Grey", "Silver", "Teal", "Black".

Note: FYI can only sync job data, including Job States, for "current" jobs, that is for jobs in Xero Practice Manager where the "State Type" is "Standard". Therefore, when jobs are initially synced to FYI, a State will only be imported if it is allocated to any current jobs . If there are no current jobs for a particular State, that State will not be initially imported to FYI.

Changing the Sequence in which Job States show

The sequence in which the Job States show in Setting determines the sequence in which they display in the State drop-down (when changing the State) and also the order in which they display from left to right in the Jobs Board (refer to Using the Jobs Board).

You can drag and drop the Jobs States to change how you want to present them.

Archiving a Job State

To archive a Job State in FYI, select the Type as "Archived".

If any jobs still have that State selected, the jobs will still appear in the Jobs list. But the archived Job State is hidden from filters so users will not be able to select it when filtering the Jobs list with the State column.

Syncing Job States

Job States Changed in FYI
If the Job State for any Jobs is changed in FYI, these are synchronised with Xero Practice Manager immediately.

Job States Changed in Xero Practice Manager
If the Job State is changed for any jobs in Xero Practice Manager these are synced with FYI overnight, or if Jobs are manually synced.

Syncing stops for Jobs with a Status "On Hold", "Completed" or "Cancelled"

If the "State Type" of a job is changed in Xero Practice Manager to "On Hold", "Completed" or "Cancelled", the job stops being synced in FYI. If you make any changes in Xero Practice Manager, such as to the Job Name or the due date, and the job is not current in Xero Practice Manager (that is where the "State Type" is not "Standard"), this update will not be changed in FYI. If any such changes are needed to a completed job, change the state in Xero Practice Manager so it is not completed and make the change, sync it to FYI then set it back to completed. 

Renaming a Job State in Xero Practice Manager

If you rename a Job State in Xero Practice Manager, FYI has no way of detecting this and sees it as a new job state. The only way to change an existing job state is as follows::

1. Change the job state name in Xero Practice Manager.
2. Sync the changes using the sync function within the FYI Job list.
3. As an FYI administrator, navigate to Settings > Practice Settings >Documents >
4. Select the old Job State and make the Type "Archived"
5. Reload your browser window.

The old Job State name will no longer appear as long as no Jobs have that state.

Deleting a Job State in Xero Practice Manager

If you delete a Job State in Xero Practice Manager, FYI cannot detect this. It needs to be manually archived in FYI.

1. Check if there are any jobs with that Job State in FYI and, if so, change these as relevant.
2. As an FYI administrator, navigate to Settings > Practice Settings >Documents >
3. Set the deleted Job State to Type "Archived"
4. Reload your browser window.

The deleted Job State name will no longer appear in any selections of Job States.