Jobs can be displayed as a Jobs Board. This is a 'kanban' style board as an alternate interface to the Jobs List for easy maintenance and visibility of where the bottlenecks are across your practice.
This article contains the following sections:
- Displaying the Jobs Board
- Displaying Information in the Jobs Board
- Updating the Job State using Drag and Drop in the Jobs Board
- Using the Views and Filters
- Opening the Client or Job from the Jobs Board
- Refreshing the Jobs Board
- Re-displaying the Jobs List
- Adding a Job
Displaying the Jobs Board
The Jobs Board is displayed from the Jobs List, from Clients - Jobs and from your Home - My Jobs by clicking the Board button in the top right-hand corner.
Note: The Jobs Board is only available for practices on the "Pro" plan. Refer to Subscribing to an FYI Plan.
Jobs display by Job State, with a total count of all jobs for each State, and a summary of each job within that State. Where the client is part of a group, the Group Name displays for the Job.
Where a Budget has been entered against the job this displays. this displays as a monetary amount in a currency format, for example, 1,200.00 or 200.00.
Where there is a Variance between the Actual and Estimated hours, this displays in green, or displays in red to indicate a negative Variance. This is shown in the time format, in hours and minutes, for example, 01:30 for 1 hour and 30 minutes or 01:45 for 1 hour and 45 minutes
Due date displays as follows:
- Shaded green if the Job is not due in the next 5 days.
- Shaded orange if the Job is due within the next 5 days.
- Shaded red if the Job is due today or the Due Date has passed.
The initials of the Assigned User(s) to the Job display in alphabetically order. Up to 3 users display in the Jobs Board and where there are more than 3 assigned users, this shows the ellipsis (...).
The Comments icon displays where a comment has been added to the job and, when clicked, the Comments tab and Job drawer display ready for use.
Displaying Information in the Jobs Board
Use the scroll bar at the bottom of the screen to scroll left and right.
Use the scroll bar within each Job State to scroll that Job State up and down.
- Where there are more than 50 Jobs for any of the States, the Load More link displays at the bottom of that State so you can display the next 50 Jobs.
- When navigating between the Job features in Jobs, Clients - Jobs and Home - My Jobs, and when you logout, your choice of the Board or List view is automatically retained.
- Where selections have been made on the Jobs List such as the View, Partner, Manager or a Search, these are carried over to the Jobs List if this is displayed.
- The Jobs States that are included in the Jobs Board, and the sequence in which they show from left to right, is determined by the Hide in Board setting and the order in which they are held in Practice Settings - Job States. This can be changed by an FYI administrator as required (refer to Job States). If you do not have any Job States enabled for the Jobs Board, a message displays as a reminder.
- When the Jobs Board is displayed from the Client workspace, if Show jobs by client is ticked in the Practice Settings, only the jobs for the specific client are included. Refer to Managing Practice Settings.
Updating the Job State using Drag and Drop in the Jobs Board
You can easily change the Job State by dragging a Job from one State to another directly on the Jobs Board. The change in Job State is automatically updated in Xero Practice Manager.
Using the Views and Filters
A selection of views that are available for the Jobs List can also be displayed by clicking the drop-down. The standard views are "All" and "Open" (which Jobs with the State set as "Completed"). An FYI administrator can set up Jobs Views for your practice (such as Jobs filtered by one or more Job States). Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
You can also select a Manager or Partner to display only those Jobs where that user is the Manager or Partner recorded again the job. If you make a selection or Manager or Partner for a view this is held as the selection if you then re-display the Jobs List and when you redisplay the Jobs Board.
On the Jobs List, you can filter the jobs on various columns. These filters are retained when you display the Jobs Board. If you have used a filter or set up a filtered view that excludes Job States, the States are still included in the Jobs Board but will not include any jobs.
Opening the Client or Job from the Jobs Board
- Click the Client name in the Jobs Board to display the Client workspace for that client.
- Click the Job name in the Jobs Board to open the drawer for that Job.
- From the open drawer, click the Open icon in the Action bar to display the Job workspace for that Job.
Or, click Open in PM to open the job in Xero Practice Manager directly from FYI. You may be prompted to login to Xero Practice Manager.
Note: This is not relevant for GreatSoft sites.
Refreshing the Jobs Board
To refresh the jobs to display any latest changes click the Refresh button.
Providing the option Maintain Jobs in FYI is set as "Off" in the Xero Practice Manager app, a manual sync can be performed from the Jobs Board. Refer to Sync in Using the Jobs List.
Re-displaying the Jobs List
To re-display the workspace as a list, click the List button. If you have applied any filters, such as Manager or Partner, this are retained.
Adding a Job
FYI administrators or a user in a User Group that has Permissions enabled for Create Jobs, can add Jobs directly from FYI. They are added by clicking Add Job from the Jobs list or Jobs Board, or using the + button and selecting Job from the list of document types, or by clicking Add Job on the Jobs list or the Jobs Board. Jobs added in FYI are synchronised to your Xero Practice Manager. Refer to Create Job in FYI and to Managing User Groups.