For practices integrated with Xero Practice Manager, Xero's best practice recommendation for fixed fee set up is a single Job in Xero Practice Manager that is used for invoicing and, under that Job, to have XPM Tasks that represent the interim tasks that are performed for the client.
When the Workflow Jobs function is enabled for your practice, XPM Tasks that are set up for Jobs in Xero Practice Manager are synced to FYI and are created as Workflow Jobs. This creates "sub-jobs" within the overall Billing Job. FYI recommends Workflow Jobs for practices using the fixed fee set up in Xero Practice Manager who want to monitor and track their XPM tasks.
This article contains the following sections:
- Summary of FYI Workflow Jobs
- Enabling and Setting up Workflow Jobs
- Displaying the Job Type in the Jobs Lists and in the Jobs Board
- Job Workspace
- Job Drawer
- Displaying Workflow Jobs in your Home - My Jobs
- Assigned Users
- Job Category
- Deleting the Task or Job in Xero Practice Manager
- Creating Time for a Billing or Workflow Job
Summary of FYI Workflow Jobs
Once enabled and synced, the Workflow Jobs in FYI can be maintained in the same way as Billing Jobs. This allows you to select from any of the custom Job States that have been set up for your practice. You can then monitor and track activity using these Job States.
When Workflow Jobs is enabled, you can maintain one annual Billing Job for a client but use the Job States to control and track each of the Workflow Jobs. For example, you have an annual Billing Job set up for a Client Group that covers all the services for that group. Within this you can have Workflow Jobs for the interim jobs for the year, such as the BAS and GST for each quarter.
When Workflow Jobs is enabled, the XPM Tasks will still appear in the XPM Tasks section in the Job drawer for the Billing Job. In the Job workspace, this displays a Workflow Jobs tab.
Displaying Workflow Jobs
You can display Workflow Jobs in lists, in the Job workspace and display the Job Drawer in the same way as Billing Jobs.
Workflow Jobs State
XPM Tasks have a state of either "Incomplete" or "Complete". For the Workflow Jobs, you can use any of the Job States that are set up for your practice in FYI. An FYI Admin can set up any additional Job States as required to use for Workflow Jobs. Refer to Job States and Managing Job States.
A user without permissions to edit Jobs, can only change the State and, if your practice has Job Cabinet Security enabled in your Practice Settings, the Cabinet.
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Job can make changes to any of the fields that can be edited (refer to Managing User Groups)
When the Workflow Job is moved to a "Completed" or "Cancelled" state in FYI, the Task in Xero Practice Manger will be auto-completed.
When the XPM Task is completed in Xero Practice Manager and when the Task has synced to FYI, the Job State of the Workflow Job in FYI is updated to “Completed”.
Updating Workflow Jobs
Workflow Jobs can be updated in FYI. Jobs Bulk Update can also be used to update multiple Workflow Jobs at the same time. Changes can also be made in the Job drawer and Job - Summary and the State can be changed by dragging the Job in the Jobs Board. Refer to Updating Workflow Jobs and Creating New Jobs.
Recording Time for Workflow Jobs
You can use FYI to record time against the Workflow Jobs which are linked to the relevant Task for the Job in Xero Practice Manager for billing.
Enabling and Setting up Workflow Jobs
For information on enabling Workflow Jobs, the initial sync from Xero Practice Manager, setting up Custom Fields for Assigned User(s) in Workflow Jobs, refer to Enabling and Setting up Workflow Jobs.
Displaying the Job Type in the Jobs Lists and in the Jobs Board
When Workflow Jobs has been enabled for your practice, the Jobs lists in FYI reflects both Xero Practice Manager Jobs and the XPM Tasks.
Job Type is available in the columns that can be selected in the Jobs list (refer to Using the Jobs List). This shows either "Billing” or "Workflow". This can be saved in the views.
The Job Type displays in the Jobs Lists and in the Job - Summary tab as "Billing" or "Workflow". It displays as the following icons:
Any Jobs synced from Xero Practice Manager, or created in FYI by an automation and then synced to Xero Practice Manager.
Any Workflow Jobs created via a sync with Xero Practice Manager Job Tasks when Workflow Jobs is enabled for your practice.
The following example is the Jobs list filtered for a specific Group.
When the Job Type column is added to a view, this can be used to sort and filter the view and the Job Type can be included when saving a view. Refer to Adding/Removing/Moving Columns in a List and to Saving Changes to the View Layout, Modifying and Deleting Views.
Workflow Jobs are included in the Client - Jobs tab.
Workflow Jobs display in the Jobs Board. For this it is useful to set up and save a view that show only the Workflow Jobs.
Workflow Jobs can be displayed in the Job Workspace in the same way as Billing Jobs. Refer to Displaying Information for a Job.
Job - Summary
The Summary tab provides a snap shot of the Job Details. All users can update the Job State or Cabinet from the Summary tab.
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, can edit various details such as the Partner and Manager in the Job - Summary tab. For full details, refer to Updating Workflow Jobs and Creating New Jobs..
The Type displays if the Job is "Billing" or "Workflow". The Billing or Workflow icon displays in the header of the Job Details.
Job - Summary tab (for a Billing Job)
The following is an example of the Job - Summary tab for a Billing Job.
For a Billing Job, clicking 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.
Job - Workflow Jobs tab (for a Billing Job)
The Job workspace for a Billing Job includes a Workflow Jobs tab which displays the details of all the Workflow Jobs for that Billing Job.
Job - Summary tab (for a Workflow Job)
The following is an example of the Job - Summary tab for a Workflow Job.
For a Workflow Job, clicking the Open in PM icon opens the Job Task in Xero Practice Manager.
Job - Billing Job tab (for a Workflow Job)
Workflow Jobs show a Billing Job tab which displays the details of the Billing Job that the Workflow Job belongs to.
You can display the Job drawer for a Billing Job or for a Workflow Job. The State can be changed from the drawer. An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, can make other changes from the drawer. If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet for any Workflow Jobs. Refer also to Using the Job Drawer.
Job Drawer (for a Billing Job)
The following is an example of the Job drawer for a Billing Job.
The Job drawer for a Billing Job includes a Workflow Jobs section which shows the Workflow Jobs for that Job.
Job Drawer (for a Workflow Job)
The following is an example of the Job drawer for a Workflow Job.
Displaying Workflow Jobs in your Home - My Jobs
Your Home - My Jobs tab displays all active Jobs that you have been assigned to and this includes Workflow Jobs.
The view selector is available in your Home - My Jobs. This allows you to select a saved view for Workflow Jobs, or a view that displays the Job Type.
The names of the Assigned User(s) display on the Job - Summary tab in the Assigned field and they display in the Job drawer in the Assigned Users section.
The initials of the Assigned User(s) display in the Jobs Board (from the Jobs list and from Home - My Jobs).
Adding Assigned Users
For Workflow Jobs, the Assigned Users are added with Custom User Roles. The Custom User Roles that you want to use for the Assigned Users need to be set up by an FYI Admin in your Practice Settings in the Mappings tab before selecting the name of the User as the Custom Field in the Workflow Job. Refer to Managing Mappings.
An FYI Admin or a user in a User Group that has Permissions enabled for Edit Custom Fields can then select the relevant user(s) that are the Assigned users for the Workflow Jobs in the. Job - Custom Fields tab. Refer to Job Custom Fields.
Note: It is important to set up the Custom Fields that will be used for the Assigned Users in the Mappings tab before selecting the user in the Custom Fields tab of the Workflow Jobs.
If the Custom Fields has not first been mapped, and the User that has been is selected for the relevant Custom Field it will not show in the Job - Summary, Assigned shows as "Unknown" and the Workflow Job will not show in the relevant User's Home - My Jobs tab.
If this is the case, you need to use Jobs Bulk Update, select the Custom Field that has now been mapped and select the Name of the User you want to apply. If the Assigned User that has been update is still not showing, refresh the Job - Summary (press Ctrl+F5 or refresh the browser).
Note: Assigned users for Workflow Jobs do not sync to Xero Practice Manager and they are used only for display in FYI and to determine the Workflow Jobs that are included in the relevant user's Home - My Jobs.
The Job Category assigned to the Billing Job is populated against the Workflow Jobs and this can be used as a filter in views.
Deleting the Task or Job in Xero Practice Manager
- If the Task is deleted in Xero Practice Manager, the Workflow Job is marked as "Cancelled" in FYI.
- If the overall Job is deleted in Xero Practice Manager, the Job and any Workflow Jobs are deleted in FYI.
Creating Time for a Billing or Workflow Job
Time can be entered for a Billing or Workflow Job from the Job drawer.
Create Time displays and the Time can be entered in the same way as for a document and the Job is automatically selected. The Time entry displays in your Home - My Time. Refer to Adding Time and Displaying and Updating Time.
When adding a Time entry for a Billing Job, the relevant Workflow Jobs display in the XPM Task field. If there is only one Workflow Job this is automatically selected.