Job States

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

You can change the State of a Job in FYI in any of the following:

• In the Job Drawer. Refer to Using the Job Drawer.
• In the Job Workspace from the Job - Summary tab. Refer to Job Workspace.
• Using Bulk Update. Refer to Jobs Bulk Update.
• Using Drag and Drop in the Jobs Board. Refer to Using the Jobs Board.
• From an Automation Process using the Update Job step. Refer to Automation Process Steps.

This article contains the following sections:

• Syncing Job States
• Managing Job States in FYI
• Best Practice for Updating Job States
• Syncing Stopped for Jobs in Xero Practice Manager with a Status "On Hold", "Completed" or "Cancelled"
• Renaming a Job State in Xero Practice Manager
• Deleting a Job State in Xero Practice Manager

Syncing Job States

Job States Changed in FYI
If the Job State for any Jobs is changed in FYI, these are synchronised automatically with Xero Practice Manager within 15 minutes.

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.

Refer also to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

Managing Job States in FYI

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. For details, refer to Managing Job States and Best Practice for Updating Job States.

Syncing Stopped for Jobs in Xero Practice Manager 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 to 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, make the change, sync it to FYI, then set it back to a completed State Type. 

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.