You can use the Jobs Workspace to:
- Search, filter and view lists of Job
- View the state, due date and time allocations on the list of Jobs.
- View the Category that the Job has been filed under.
- View the last comment added to a job. To display all the Comments for a job, open the job and display the Comments tab.
- Locate a Job you wish to work on, and to see all the emails, documents and tasks that are relevant to a specific job.
Refer also to Jobs.
The State displays the state of each job, according to how this is held in Xero Practice Manager – for example, In Progress, At Risk or Blocked. The colour coding can be set for your practice using the Job States function in FYI. Refer to Job States
Estimated, Actual and Variance
Estimated, Actual and Variance columns display time allocations imported from Xero Practice Manager jobs. These are shown as times, in hours and minutes.
Search, Filters and Views in the Jobs Workspace
You can use standard functions to search and filter the Jobs workspace, as well as changing and saving the view.
As well as searching on the Job Name, you can search on the Job ID. To search for a Job by its ID, enter the ID in the Search Jobs filter.
You can also search for Jobs for clients assigned to one or more partners or to one or more managers. Select the Partner and/or Manager in search boxes. To select more than one Partner or Manager, select each in turn from the drop-down lists.
Using the Columns function, you can include additional columns in the Jobs list such as Partner, Manager, Assigned (to show who the Job is assigned to). Refer to Adding/Removing/Moving Columns in a List.
Hiding Closed Jobs
By default, the Jobs workspace will hide any jobs that are 'closed'.
To include closed jobs, click the Hide Closed button to disable this and include any closed jobs.
Jobs are marked as being closed using the State.
When you move out of the list, this is automatically set to the default settings of Hide Closed enabled.
An FYI administrator can set up which of your Xero Practice Manager custom States indicate a closed job using the FYI Job States function.
Refer to Job States
For clients that are part of a client group, there will be a Xero Practice Manager job for each client and for each year.
In FYI, you can nominate which job is the Primary Job for that client group. Refer to Nominating the Primary Job.
Once the Primary Jobs have been nominated for clients within a client group, you can use the Jobs workspace to display only these primary jobs.
On the Jobs workspace, to show only the Primary jobs, click the Primary Only button to enable this.
When you move out of the list, this is automatically set to the default settings of Primary Only set off.
Displaying Jobs as a Board or List
The Jobs workspace can be displayed as a Board or List.
Click the Board button in the top right-hand corner.
Selecting Board displays Jobs by State, with a total for all jobs for each State, and a summary of each job within that State. Use the scroll bar at the bottom of the screen to scroll left and right.
To re-display the workspace as a list, click the List button.
Viewing the state, time allocations and comments on a list of Jobs
You can use the Jobs Workspace to view the state and time allocations on lists of Jobs (according to how this is held in Xero Practice Manager) and Comments added to Jobs in FYI.
Opening a Job from the Jobs Workspace
You can also use the Jobs Workspace to locate a Job you wish to work on, and to see all the emails, documents and tasks that are relevant to a specific job.
Refer to Opening a Job from the Jobs Workspace.
The synchronisation of jobs from Xero Practice Manager with FYI runs automatically every 24 hours.
A manual sync can be performed if, for example, a job has been added or changed in Xero Practice Manager and needs to be available in FYI straight away. This can be done by any user from the Jobs workspace by clicking the Sync button and this will only sync the jobs. Refer also to Synchronising Clients, Staff, Jobs and Tax Returns.
If the Job State is changed for any jobs in FYI, this is synchronised with Xero Practice Manager immediately.
Exporting a List
You can Export the information that is currently displayed in the Jobs list as a .CSV file (Comma Delimited) which you can then open in Excel. Refer to Exporting Lists.