Workflow Jobs can be updated in the same way as Billing Jobs. It depends on the permissions you have as a user, and what has been enabled for your practice, which fields in Workflow Jobs you can update. Any changes are shown in the Activity tab in the Job Workspace (refer to Job Activity).
Workflow Jobs can be updated from the following:
- Job - Summary tab in the Job workspace (refer to Job Summary)
- Job Drawer (refer to Using the Job Drawer)
- The State can be changed by dragging a Workflow Job in the Jobs Board (refer to Using the Jobs Board)
- Using Jobs Bulk Update (refer to Jobs Bulk Update).
- Using an Automation Process that has been set up to Update Job (refer to Update Job in Process Step Details and Examples)
Important Note: Not all of the changes made to Workflow Jobs in FYI are synced to Xero Practice Manager. For details, refer below to Syncing Changes to Xero Practice Manager.
This article contains the following sections:
- All Users - Updating the State of a Workflow Job in FYI
- FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs
- Bulk Update for Workflow Jobs
- Automation Processes for Workflow Jobs
- Syncing Changes
- Updating the XPM Task Name in Xero Practice Manager
All Users - Updating the State of a Workflow Job in FYI
All users can update of the State of Workflow Jobs.
The State of a Workflow Job can be updated in FYI from the following:
- Job - Summary tab in the Job workspace.
- Job Drawer
- By dragging a Workflow Job in the Jobs Board
- Using Jobs Bulk Update
- Using an Automation Process that has been set up to Update Job.
No updates to the State of a Workflow Job are synced to the associated XPM Task in Xero Practice Manager unless:
- It is set to one of the Job States that is mapped to a "Cancelled" state in FYI (refer to Managing Job States) when this is synced to Xero Practice Manager the XPM Task is updated as "Complete".
- It is set to one of the Job States that is mapped to a "Completed" state in FYI, when this is synced to Xero Practice Manager the XPM Task is updated as "Complete".
FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, can update the Partner and Manager.
The user(s) who are the Assigned users for the the Workflow Jobs can be updated using the Custom Fields that have been set up for the Assigned users for Workflow Jobs. This is done in the Job - Custom Fields tab. Refer to Job Custom Fields.
If your practice has Job Cabinet Security enabled in your Practice Settings (refer to Managing Practice Settings) you can update the Cabinet for any Workflow Jobs.
For practices integrated with Xero Practice Manager only, you can update the Workflow Job Budget, Start Date and Due Date. The Name cannot be updated for Workflow Jobs. The Budget can be updated for Workflow Jobs but this is not synced back to Xero Practice Manager. Refer to Jobs Bulk Update.
Bulk Update for Workflow Jobs
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, can use the Jobs Bulk Update to update the State, Budget, Category, Partner, Manager, Start Date, Due Date and Job Custom Fields for Workflow Jobs. If your practice has Job Cabinet Security enabled in your Practice Settings, the Cabinet can be updated. Refer to Jobs Bulk Update.
Name cannot be updated for Workflow Jobs in FYI.
Completing Workflow Jobs
An FYI Admin, or a user in a User Group that has Permissions enabled for Edit Jobs, can set the State of Workflow Jobs as "Completed" individually from the Job - Summary tab, from the drawer or for more than one Workflow Job using Jobs Bulk Update.
Note: Setting the State of a Billing Job to "Completed" currently does not automatically complete the Workflow Jobs that relate to that Billing Job. You can use Jobs Bulk Update to update the State of the relevant Workflow Jobs which can be done from the Job - Workflow Jobs tab that displays in the Job Workspace for the Billing Job. Refer to Job - Workflow Jobs tab (for a Billing Job) in Workflow Jobs.
Automation Processes for Workflow Jobs
The State, Category, Budget, Partner, Manager, Start Date and Due Date can be updated for Workflow Jobs using the Update Job step in an Automation Process. If your practice has Job Cabinet Security enabled in your Practice Settings, the Cabinet can be updated. Refer to Update Job in Process Step Details and Examples.
Name cannot be updated for Workflow Jobs in FYI.
Updating 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 first need to be set up by an FYI Admin in your Practice Settings in the Mappings tab before selecting the user's name in the Custom Fields tab of 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 select the relevant user(s) that are the Assigned users for the the Workflow Jobs in the. Job - Custom Fields tab. Refer to Job Custom Fields.
Note: If the relevant Custom Field has not yet been 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 map the Custom Field, then use Jobs Bulk Update to select the Custom Field that has now been mapped and select the Name of the User you want to apply.
Syncing Changes
Refer 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.
From FYI to Xero Practice Manager
The following is a summary of what can be changed for both Billing and Workflow Jobs in FYI, and what is synced from FYI to Xero Practice Manager.
| Update to | Billing Job | Workflow Job |
| Job Name | Yes |
No |
| State | Yes |
Yes |
| Budget | Yes | Yes But does not sync back to the XPM Task in Xero Practice Manager |
| Start Date Due Date |
Yes Updates the Job Schedule |
Yes But does not sync back to the XPM Task in Xero Practice Manager |
| Partner Manager |
Yes | Yes But does not sync back to the XPM Task in Xero Practice Manager |
| User Roles |
Yes |
Yes |
| Category |
Yes |
N/a |
| Cabinet |
Yes |
N/a |
From Xero Practice Manager to FYI
The following is a summary of what can be changed for both Jobs and XPM Tasks in Xero Practice Manager, and what is synced from Xero Practice Manager to FYI.
| Update to | Job | XPM Task |
| Job Name | Yes |
Yes |
| State | Yes |
Yes |
| Budget | Yes | N/a |
| Estimated Time |
N/a |
Yes |
| Start Date Due Date |
Yes | No |
| Partner Manager |
Yes | N/a |
| Assigned (updated in Staff in XPM) |
Yes |
Yes |
| Custom Fields |
Yes |
No |
| Category |
Yes |
N/a |
Updating the XPM Task Name in Xero Practice Manager
The name of the XPM Task can be updated in Xero Practice Manager by adding a Label. The text in the Label, preceded by a hyphen, is appended to the XPM Task Name in Xero Practice Manager. If a Label is added or changed in Xero Practice Manager, when the Jobs are synced (overnight or manually) the change is synced to FYI and the Name of the Workflow Job is updated in FYI.
Creating New Jobs
When new Jobs are created in Xero Practice Manager and XPM Tasks are assigned to them, these are synced to FYI as Billing Jobs with their associated Workflow Jobs.
If Jobs are created in FYI (refer to Create Job in FYI) once it syncs to Xero Practice Manager, the XPM Tasks for the Job can be added in Xero Practice Manager. Once the Job is synced back to FYI, the Workflow Jobs are created in FYI.