You can see a summary of the job by displaying the Drawer.
You can also open a job to see additional information and access all the emails, documents and tasks that have been filed against a specific job. Refer to Opening a Job.
Opening the Job Drawer
To open the Drawer, select a job on the workspace by clicking in the list anywhere other than the Job Name, Client Group or Client. The Drawer displays on the right-hand side.
Information in the drawer displays in sections. To expand a section, click the section heading or the down arrow in the heading.
The Drawer is where you can:
- Change the job State
- Change the Category of the job
- Nominate the Primary Job for a client
- Open the job to see details of the job and related information
- Open the job in Xero Practice Manager
- View or add Tasks related to the job
- Access Recent Documents for the job
- Display the job Milestones
- Add Comments for your team
- Add Time information
The following is an example of the job Drawer with the Details section expanded.
Selecting Jobs in the List
When the drawer is displayed for a Job, you can select another Job by clicking on it in the list. The drawer stays open and displays the details of the newly selected Job.
- If you have expanded a section in the drawer, the section stays expanded in the drawer for the newly selected Job.
- If you have displayed the Comments pane, this stays open for the newly selected Job.
- You can use the Back button in the drawer to re-display the previously displayed Job. Refer below to Using the Back Button in the Drawer.
Changing the Job State
Each Job holds a State, such as "In Progress", "Planned", "On Hold". You can change the job State from FYI.
In the Details section of the drawer, select the State from the drop-down list.
When a change is made, this is automatically updated to the job in Xero Practice Manager as part the synchronisation.
When updating the State in a job in FYI, the sync to Xero Practice Manager is immediate.
But when the State in a job is updated in Xero Practice Manager, the sync to FYI is overnight.
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.
Nominating the Primary Job for a Client
Nominating the primary Job for a client allows you to select one lead job to act as your tracking job but still gives the flexibility to maintain any other jobs, such as consulting, to be running in parallel. If the currently opened Job is the Primary Job for the client, it displays Primary as a green tick.
In the drawer of the job you want to nominate as the Primary job, in the Details section, click Primary to show this as checkmarked. Refer also to Nominating the Primary Job.
For how to display only the Primary Jobs in the workspace, refer to Using the Jobs List.
Updating the Partner or Manager
Opening the Job from the Drawer
From the Drawer, you can open a job to see additional information and access all the emails, documents and tasks that have been filed against a specific job.
To open the job and display the full details, click Open Job in the tool bar in the Drawer.
Opening the Job in Xero Practice Manager
To perform any additional maintenance, you can open the job in Xero Practice Manager from the drawer.
From the drawer, click Open in XPM in the Action Bar. You may be prompted to login to Xero Practice Manager.
Other Sections in the Drawer
If any tasks have been created for that job, they are listed in the Tasks section. You can also add a new task from this section. Refer to Working with Tasks.
The Recent Documents section in the Drawer displays the recently added documents for that job. By selecting a document in the Recent Document section, you can use the Preview pane to easily show a preview of that document.
The Milestones section displays the XPM Milestones for the job.
The Assigned Users section displays the users that have been assigned to the job.
Where a process has been executed from the job workspace (in the Processes tab) or when using a Job filter in a Custom Process, a record of the process displays in the Process History section of the Job drawer. To display additional processes in the history, click the Show more link.
You can click on an entry in the Process History to display the Process Activity in the drawer with more information about what was run and if there are any errors.
The Activity section shows activity on the job such as when the Job State was changed, To display additional Activity in the history, click the Show more link.
Comments can be added to a job by any team member. These can be used to add any notes and also allow team members to collaborate on the job. If you want to notify any users that a job's State has changed, you can add a Comment. Refer to Adding Comments and Notifying Team Members.
Using the Tools at the Top of the Drawer
At the top of the Drawer, as well as the Open Job and Open in XPM, you can click the Add Time icon to add Time information. Refer to Adding Time.
Using the Back Button in the Drawer
When the drawer is displayed for a Job, you can select another Job by clicking on it in the list and this leaves the drawer open with the details of the newly selected Job.
At the top of the Job drawer the Back button can be used to re-display in turn the previously selected Job in that list.
The history of which Jobs are displayed with the Back button is held until the drawer is closed.