When you open a Job, the Job Workspace displays. The Summary tab initially displays.
This article contains the following sections:
- Custom Fields
- XPM Milestones and XPM Tasks
- Process History
- Process History Checklist
The Summary tab provides a snap shot of the Job Details. You can also update the Job State from the Summary tab.
You can click the Open in PM icon on the Summary tab (in the top right-hand corner of the Job Details pane in the Summary tab) to open the job in Xero Practice Manager.
Note: This is not relevant for GreatSoft sites.
You can also enter the details of a Phone Call, File Note or Meeting related to the Job directly from the Job Summary tab. These are entered in the same way as on the Client - Summary. Refer to the section Recording Client Interactions.
Documents and Tasks at the bottom of the Jobs - Summary list the most recent documents and tasks for that job. You can edit these from the Clients - Summary.
Job State - You can change the Job State from the Job - Summary tab by selecting the State from the drop-down. The change will sync to Xero Practice Manager. Refer to Job States.
Partner and Manager - If you are an FYI administrator, or a user in a User Group that has Permissions enabled for Edit Jobs, you can update the Partner and Manager for the Job. The change will sync to Xero Practice Manager. Refer to Managing User Groups and Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.
If you have set up Custom Fields for Jobs in your Xero Practice Manager these display on the Job - Custom Fields tab in FYI. You can add one or more Job Custom Fields as columns in the Jobs List and use this to sort and filer the Jobs List.
You can use the Search field to search in the Job - Custom Fields.
Note: The function to edit Client and Job Custom Fields in FYI is a Beta function and not yet available for general release. You will only see the Edit button in Client - Custom Fields if you are part of the Beta. See below Editing Client Custom Fields - Beta.
Sync from PM
You can use the Sync from PM button at the bottom of the Custom fields to sync the values for the Job Custom fields for the specific Job from Xero Practice Manager to FYI.
Note: This only syncs the values for the Custom Field for that Job. This does not sync any changes to the Custom Field definitions themselves in Xero Practice Manager and these are only synced overnight from Xero Practice Manager to FYI.
Editing Client Custom Fields - Beta
The function to edit Client and Job Custom Fields is currently in Beta release. With this function, all new and changed selections for Client and Job Custom Fields are made in FYI. The Client and Job Custom Fields themselves are maintained in FYI by an FYI administrator who can add, edit or remove Custom Fields (refer to Managing Custom Fields - Beta which is only available to Beta sites). Any changes to the values selected for Custom Fields will sync to Xero Practice Manager immediately.
This function was introduced due to limits that have been applied by Xero. When using the Beta function to edit Client and Job Custom Fields in FYI, any changes to these made in Xero Practice Manager will not sync to FYI.
When using the Beta function to edit Job Custom Fields in FYI, any changes to these made in Xero Practice Manager will not sync to FYI. If any changes are made accidentally, they can be manually synced for the specific job using the Sync from PM button. Refer above to Sync from PM.
You will only see the Edit buttons if you are an FYI administrator, or a user in a User Group that has Permissions enabled for Edit Custom Fields.
You can edit or select the values for Job Custom Fields in FYI. Any changes will sync to Xero Practice Manager immediately.
- Click Edit and enter or select the new value.
You can only enter or select a value according to how the Custom Field has been defined, for example, as Text, a Checkbox, select from a Drop-down, Number, etc.
- Click Save to save the change and the Custom Fields redisplay.
Note: If a value has been added to a Custom Field it cannot be blanked out. If needed, you can set it as hyphen (-).
The Documents tab lists any documents that have been filed under that job.
The Tasks tab lists any tasks that have been created for any documents under that job, or any stand-alone tasks that have been created and filed under that job.
XPM Milestones and XPM Tasks
These tabs display the XPM Milestones and XPM Tasks from Xero Practice Manager.
The Comments tab lists any Comments that have been added to the job.
The Processes tab lists any Automations and Custom Processes that have been set up to run manually and that can be run for a selected client.
The process is run in the same way as from the Client - Processes tab (refer to Client Processes and Process History and Custom Processes). When you are prompted to select the Job under which to file any documents created by the process. the currently selected Job displays as default.
The Process History tab lists activities that have happened on the job, such as any processes that have run against the job.
Process History Checklist
In the Process History list, click an entry to open the Process History Checklist for that process. This shows a summary of the steps in the process and shows the Status of each step.
From the Process History Checklist, clicking on an item opens the drawer to give you access to what the process created. You can also access any Tasks created by the process, for example, if you need to mark a blocking Task as "Completed" so that a process will finish.
If needed, you can stop a process that is in Progress from the Process History Checklist.
The Process History Checklist is used in the same was as on the Client - Process History tab. Refer to Process History Checklist in Client Process History Checklist.