When you click the Clients menu option, this displays a list of all Clients across the entire practice.
The Clients list displays as follows.
Refer also to Using the Clients List with New Lists.
This article contains the following sections:
- Clients List Views
- Using the Clients List
- Client Email
- Client Phone Number
- Include in AutoFile
- Primary Client
- Refreshing a View
- Exporting a List
- Duplicates
- Sync
- 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.
Click the down arrow next to the Clients menu option from any list or workspace to select a Clients View 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.
Using the Clients List
The Clients list is used as follows:
Changing the Column Widths
You can drag the edge of the column heading to increase or decrease the column width.
You can also Autosize one or all columns to set the column width(s) to automatically fit the contents. Refer to Autosize This Column/Autosize All Columns in Using the Clients List with New Lists.
Changing the Columns Displayed in the Clients List
To change which column display, refer to Adding/Removing/Moving Columns in the Clients List with New Lists.
Sorting and Applying Filters
You can sort on a relevant column and apply filters to relevant columns. Refer to Sorting and Filtering Clients List with New Lists.
Displaying Clients for a Specific Manager or Partner
To display clients for a specific Manager or Partner, sort the list or apply a Filter to the Manager or Partner columns. Refer to Sorting and Filtering Clients List with New Lists.
Displaying Archived or Unmatched Clients
To display archived or unmatched clients, if not already shown, include the Status column in the list. Then apply a Filter for either "Archived" or "Unmatched" to the Status column. Refer to Sorting and Filtering Clients List with New Lists.
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. Refer to Resolving Unmatched Clients.
Client Email
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.
Include in AutoFile
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.
The Include in Autofile column displays as follows.
You can then use Bulk Update to change the Include in Autofile setting (refer to Clients Bulk Update).
Primary Client
The Primary Client column in the Clients shows which client within a Group has been marked 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.
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.
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. If required, you can filter on the Client Group to show only the relevant clients.
- 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.
Refreshing a View
You can refresh a view. This can be used when you want to update the list of clients for an update that has happened in the background.
-
Click the Refresh button which is at the end of the column headings, on the right-hand side of a list.
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.
Duplicates
On the Clients list, the Duplicates function 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.
The Duplicates function is included in the View Tools button at the end of the column headings, on the right-hand side of the list.
Refer also to Nominating the Client to Include in AutoFile and Setting Filing Defaults for a Client.
Sync
A manual Sync can be performed if, for example, a client has been added or changed in your practice management software and needs to be available in FYI straight away. This can be done by any user from the Clients list and will only sync the clients.
The Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of the list.
When you have requested a Sync from the Clients list, the following message displays and the Sync function is temporarily disabled. Redisplay the Clients list to check the Sync has finished.
For practices integrated with Xero Practice Manager:
- 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.
Refer also to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing and Running a Manual Sync with GreatSoft and Additional Notes on Syncing.
Resolve Clients
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.
The Resolve Clients function is accessed from the View Tools,
Note: The Resolve Clients function is only included if there are any 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 the Clients List with New Lists). 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 Software (refer to Integration with Generic Practice Management Software).
- 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.