When you click the Clients menu option, this displays a list of all Clients across the entire practice.
This article contains the following sections:
- Clients List Views
- Expanding the Client Name or Client Group Column
- Filter Drawer in the Clients List
- Client Email
- Client Phone Number
- Displaying Clients for a Specific Manager or Partner
- Displaying Client Groups
- Changing the Columns Displayed in the Clients List
- Displaying Archived or Unmatched Clients
- Include in AutoFile Column
- Primary Client
- Exporting a List
- Resolve Clients
- Displaying the "Source" of the Client
Clients List Views
The Clients list is initially set to display "All Clients" which displays all Active clients in alphabetical order.
You can change the view by selecting "My recently used" from the view drop-down. This shows the list sorted by when you last used the client. The number of clients on a page is 25 and this can be expanded to 50 or 100 by selecting the per page option at the bottom of the screen. If required, you can do a further search within the clients that you have most recently used.
Click the down arrow next to the Clients menu option from any list or workspace to select one of the last 10 Client Views you have displayed, or one of the last 5 Clients you have used. From the Quick Access, click a Client View or a Client to display it. Refer to Quick Access to Recently Used Clients and Views.
Expanding the Client Name or Client Group Column
You can expand the Client Name and Client Group columns by clicking the Expand icon in the column heading. This is useful if the Client or Group has a long name, and also when searching to see which of the clients you are looking for are in the search results. Click the Expand icon again to return to the usual column width.
If you are saving the view, it can be saved with the column expanded by saving the view with Save Advance Search selected. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Filter Drawer in the Clients List
In the Clients list, you can use the Filter Drawer to easily apply filters to any of the columns that are available in the list, providing the column can have a filter applied. This allows you to filter on columns even if the view does not already show them. Refer to Filter Drawer.
The Filter Drawer is displayed in the Clients list and in the Clients tab when displaying a Client Group by clicking the Expand Filter Drawer button (to the left of the View button).
When selections are made from the Filter Drawer, the Clients list and the filters in the columns are updated automatically as you make your selections.
The Filter Drawer can be used as an alternative to, or in combination with, selecting filters from the column headings in a list (refer to Sorting and Filtering).
Note: The Filter Drawer is "Sticky" so if you leave it open (either from the Clients list or from the Clients tab when displaying a Client Group) and move to a different page, returning to a Clients list will re-display the Filter Drawer as expanded. Or if you close the Filter Drawer and leave the page, it will be closed when you re-display a Clients list.
From the Clients list, you can click the Email link to open the Create Email drawer with the Client and Email address added directly.
Client Phone or Mobile Number
From the Clients list, you can click the Phone number or Mobile number link. If your computer has a phone registered on it, this automatically loads your phone application and makes the connection with the number added directly from the link. It also automatically creates a Phone Call record within FYI and automatically adds to the Create Phone drawer the client and the phone or mobile number that you clicked.
Displaying Clients for a Specific Manager or Partner
Use the Manager or Partner drop-downs to select a specific Manager or Partner within your practice and display the clients that person is responsible for.
To select more than one Manager or Partner, select each in turn from the drop-down lists.
You can also include the Manager and/or Partner columns in the Clients list and you can filter on these.
Displaying Client Groups
You can include the Client Group as a column in the Clients list. Refer to Adding/Removing/Moving Columns in a List.
Changing the Columns Displayed in the Clients List
You can change the columns displayed in the Clients list (refer to Adding/Removing/Moving Columns in a List).
Included in the columns that you can add to the Clients list are the columns for Created on, Created by, Modified on and Modified. You can sort and filter on these in the Clients list. They can also be added to views for that are used in Automations.
You can also add any of the Client Custom Fields that you have set up.
Displaying Archived or Unmatched Clients
To display the archived clients in the Clients list:
- Click the filter for the Status column.
- You can either filter only on "Archived", or you can include these with the "Active" clients.
The Clients list includes archived clients which display "Archived" in yellow next to the Client Name. Refer to Archived Clients.
In the same way, to display the unmatched clients in the Clients list. Use the filter for the Status column and select "Unmatched". The Clients list includes unmatched clients which display "Unmatched" in yellow next to the Client Name.
Include in AutoFile Column
You can include the column Include in Autofile in the Clients list to see which client will be used when auto-filing when the email address is shared by more than one client. When the Clients list is sorted on the Email column, this shows where clients have a shared email address and you can determine where one of these needs to be marked or unmarked as Include in Autofile. This allows the AutoFile to file emails and documents without a user having to select which of the clients to use. You can use Bulk Update to change the Include in Autofile setting (refer to Clients Bulk Update).
You can include the column Primary Client in the Clients list to see which client within a Group has been marked as the primary client.
The checkmarks used for the Primary Client indicator in the Clients list display as follows:
- Green - the Client in a Group that is marked as the Primary Client.
- White - the Client is in a Group but is not marked as the Primary Client for that Group.
- Grey - Client that does not belong to a Group and is therefore automatically set as the Primary Client.
The Primary Client can be used as a filter, for example, for an Automation that uses a saved view to send out a bulk email and you want to ensure this only goes to the Primary Clients.
Marking a Client as the Primary Client from the Clients List
For the clients that belong to a Group, from the Clients list you can click the indicator in the Primary Client column to mark one client in a Group as the Primary.
- This Primary Client setting in the Clients list is only available for a Client that belongs to a Group.
- Only one client within the Group can be marked as the Primary Client.
You can also set the Primary Client when displaying the Group. from the Clients tab. Refer to Displaying Information for Client Groups.
Exporting a List
You can Export the information that is currently displayed in the Clients list as a .CSV file (Comma Delimited) which you can then open in Excel. Refer to Exporting Lists.
On the Clients list, the Duplicates button can be used to display clients who have the same email address.
You can use the Duplicates function to display the emails that are shared by more than one Client and to select which Client to nominate to Include in AutoFile. Refer to Nominating the Client to Include in AutoFile and Setting Filing Defaults for a Client.
Every 15 minutes, any changed client data in Xero Practice Manager is automatically synchronised with FYI. Overnight, every 24 hours, there is a full automatic synchronisation of clients in Xero Practice Manager with FYI.
A manual sync can be performed if, for example, a client 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 Clients list by clicking the Sync button and will only sync the clients. Refer also to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager and Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
When you have requested a Sync from the Clients list, the following message displays and the Sync button is temporarily disabled. Redisplay the Clients list to check the Sync has finished.
As part of migrating historical information, your documents are imported from a folder structure that represents your filing structure. The FYI import function will use folder names to match clients in Xero Practice Manager. If any Clients in Xero Practice Manager do not match your nominated folder structure for FYI, the clients and documents are imported under Unmatched Client names that are created in FYI by the import function. Refer to Resolving Unmatched Clients.
You can also use the Status column in the Clients list to filter on "Unmatched" client as well as "Archived" clients.
You can also use the Unmatched Client Import to match unmatched clients to active clients. Refer to Unmatched Client Import.
Displaying the "Source" of the Client
You can include the Source column in the Clients list to display and filter on the source of the client (refer to Adding/Removing/Moving Columns in a List). This Source column shows the following:
- XPM - The client has been created/synced from XPM.
- Practice Sync - The client has been created/synced with the Generic Practice Management Systems (refer to Integration with Generic Practice Management Systems).
- Legacy - The client has been created from the migration process, but was not matched with a client in FYI, The unmatched client was created in FYI in the Refile function and then shows the Source as Legacy. Refer to Creating and Resolving Unmatched Clients in Implementors: Live Import.