The Mappings tab in the Practice Settings is used to configure the default fields used for Jobs and Capacity Planning (Beta). Refer to Workflow Jobs and Capacity Planning Overview - Beta.
Displaying the Mappings
- Login to FYI as an FYI Admin.
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Jobs.
- Go to the Mappings tab.
My Jobs: Assigned User Roles
The My Jobs: Assigned User Roles option is only displayed in the Mappings tab if your practice has enabled Workflow Jobs (refer to Enabling and Setting up Workflow Jobs and Managing Practice Settings).
This allows you to select Custom Fields to be used for Custom User Roles.
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In the Mappings tab, select one or more Custom Fields that you want to use as the Custom User Roles in Workflow Jobs.
The Custom Field in FYI must be:- Defined as a Custom User Role, that is, with the Type set as "User".
and - Set up with Applies to as "Job" (or both "Client" and "Job"). Refer to Custom User Roles.
The selected Custom User Roles are displayed in the Mappings.
- Defined as a Custom User Role, that is, with the Type set as "User".
Once the Custom User Roles are selected in the Practice Settings - Mappings tab, the relevant user(s) can be selected for a Workflow Job from the Job - Custom Fields tab. Refer to Job Custom Fields and Assigned Users in Workflow Jobs.
Note: It is essential to set up the Custom Fields that will be used for the My Jobs Assigned Users in the Mappings tab before selecting the user in the Custom Fields tab of the Workflow Jobs.
If the Custom Fields are not already mapped, and the User is selected for the relevant Custom Field in the Workflow Job, 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. When 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.
Job Start Date and Job Estimated Hours
The Job start date and Job estimated hours options are used when running Capacity Planning Reports, and are only relevant if you are part of the Beta release for Capacity Planning.
If required, a Custom Field can be used for the Job Start Date and the Job Estimated Hours. When these are set, the Capacity Planning reports will use the values held in the selected Custom Fields instead of the Start Date and Estimated Hours stored in Xero Practice Manager. These values can then be entered directly as separate values specifically for Capacity Planning instead of having to maintain the values in Xero Practice Manager.
An FYI Admin can set up the Custom Fields from Practice Settings - Custom Fields. Refer to Managing Custom Fields.
When a Custom Field has been selected for these in the Mappings tab, the Job Start Date and the Job Estimated Hours are then entered in FYI for each Job. Refer to Job Custom Fields.
The values held against the Jobs for these Custom Fields are then used in the Capacity Planning reports. If a value is not entered for the Custom Field in FYI, the values held for Job Start Date and Job Estimated Hours in Xero Practice Manager are used.
Job Start Date
Job start date is initially set as the standard field "Start Date" to use the Start Date held in Xero Practice Manager.
This can be set as a Custom Field which must be:
- Defined as a Custom Field with the Type set as "Date".
and - Set up with Applies to as "Job" (or both "Client" and "Job").
Job Estimated Hours
The Job estimated hours field is initially set as the standard field "Estimated". This uses the Estimated hours from Xero Practice Management.
This can be set as a Custom Field which must be:
- Defined as a Custom Field with the Type set as "Number".
and - Set up with Applies to as "Job" (or both "Client" and "Job").
Client Segmentation and Job Completed Date are for future use.
