This article is an overview of using Clients Lists. This applies to the Clients List and also the Clients tab when displaying a Client Group.
The following is an example of the Clients list. A count of the rows in the current list displays in the top right-hand corner.
Note: When scrolling through the Clients in a list, depending on the number currently shown, there may be delays in loading the list if you scroll too far ahead. A message displays that the Clients are "loading". It is recommended that you scroll at an appropriate speed to allow the list time to load.
When displaying the workspace for a Client Group, you display the Clients tab with a list of the client in that Client Group. This list is used in the same way as the Clients list. Refer to Displaying Information for Client Groups.
Clients Lists Views
At the top of the Clients lists is a drop-down which shows the Views that can be selected for that list.
Where there are more than 10 Views for the list, the View selector displays with a scroll bar.
The Clients lists are initially set to display "All Clients" which displays all Active clients in alphabetical order.
You can change the view by selecting from the View selector.
The "My recently used" view 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 or search for a Clients View, or one of the last 5 Clients you have used. From Quick Access, click a Client View or a Client to display it. Refer to Quick Access to Recently Used Clients and Views.
Updating Information and Refreshing the Clients Lists
The time that the Clients list was Refreshed displays at the top.
- If you log out and log in again, the information will be reloaded and the Refreshed time is updated.
- The list is automatically refreshed every 3 hours.
- You can also refresh the list yourself at any time to see the latest information (please refer to the section Refreshing the Information in the List).
Making Changes and the Clients Lists
If a new Client is added to your practice management software, or a change is made such as the Client name or email in your practice management software, the change is reflected in the Clients lists.
However, this is not reflected in the Client selector (in the drawer when creating or editing an Email, Document or Task) until the data is synced and the Clients are refreshed.
Refer below Refreshing the Information in the List. Refer also to Refreshing the Clients from the Client Selector in Selecting a Client in the Filing Details and Refreshing the Clients.
Refreshing the Information in the List
You can refresh the information at any time by clicking Refresh.
Scrolling the Columns Left and Right
Where a lot of columns are displayed in the selected view, you can use the scroll bar at the bottom to scroll the list left and right.
Using the Clients Lists
You can use the column headings to sort that column and use the options to pin or autosize columns.
From the column headings you can also filter that column and include or exclude columns in the list. Refer to Sorting and Filtering Clients Lists and Adding/Removing/Moving Columns in the Clients Lists.
List Icon
Hover over a column heading and click the List icon.
The options display that are used to change the Filters for that column, the Autosize columns, or to change which Columns are included in the list.
Initially, this displays the Filters settings for that column. Refer to Selecting Filters from the Column Heading in Sorting and Filtering Clients Lists.
When clicking the List icon, the option that was last selected for any of the columns (that is, the Filters, Autosize Columns or Columns) is re-displayed.
To change the columns that are included in the list from the menu in any of the column headings, click the Columns option. Refer to Adding/Removing/Moving Columns in the Clients Lists.
Autosize Columns
Click the Autosize Columns icon to display the options to pin that column or to set Autosize.
Autosize This Column/Autosize All Columns
All or any columns can be set to Autosize This Column. This sets the column width(s) to automatically fit the contents.
You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.
Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.
Pin Column
One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.
When any columns are pinned, they display with a vertical line in the list.
Dragging the Column Headings to Change the Column Width
You can drag the edge of the column heading to increase or decrease the column width.
Using the Columns and Filters Tabs
On the left-hand side of the lists are the Columns and Filters tabs.
Click on Columns or Filters to expand the tab and display the selections and options for each of these.
- For details on using the Columns tab, refer to Adding/Removing/Moving Columns in the Clients Lists.
- For details on using the Filters tab, refer to Sorting and Filtering Clients Lists.
Click on Columns or Filters again to collapse the tabs.
In the Client - Documents tab, you can also use the Cabinet Explorer tab. Refer to Using the Cabinet Explorer.
Resetting the List
When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.
Opening the Workspace
From the Clients lists you can open the workspace for a Client by clicking on Client Name in the list. Refer to Displaying Information for a Client.
You can also open the workspace for a Client Group by clicking the Client Group name. Refer to Displaying Information for Client Groups.
Selection of Partner and Manager in Clients Lists
To display the Clients that specific users are responsible for, apply Filters for the Partner or Manager. Refer to Sorting and Filtering Clients 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 Lists). The Clients list then 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 lists, 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 lists, 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.
Selecting Clients in a List
To select a single Client in the list, click the checkbox on the left-hand side.
To select multiple Clients, click the checkboxes on the left-hand column of the list.
You can also select consecutive Clients in the list by pressing the Shift key on your keyboard and then clicking the first and the last.
Selecting Multiple Clients in the List
You can also click the checkbox in the column heading to select multiple Clients. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to use Bulk Update on certain Clients.
Clicking the checkbox in the column heading selects the first 50 Clients that are displayed in the list. You can then use any relevant functions for the selected Clients (such as Bulk Update, or functions that are relevant for the current list).
If required, you can click on the checkbox next to any individual Clients to de-select these.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Select All
You can use drop-down next to the checkbox in the column heading to select the option Select all.
This selects all the Clients currently displayed in the list. Up to 10,000 Clients can be selected in this way. When Clients have been selected in this way, you cannot then de-select individual Clients so the selection is displayed as greyed out. You still have access to any relevant functions such as Bulk Update.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Actions in the Toolbar
When one or more Client is selected in the list, the buttons such as the Bulk Update display in the toolbar.
Displaying the Toolbar as a Pop-up Menu
You can also display the tools as a pop-up menu. This is also useful if you have scrolled down and are working on something that is at the bottom of the list so the toolbar is not visible. Refer to Using the Document Action Toolbar.
To display the toolbar functions as a pop-up menu:
- Right-click over an email, document, task or job in a list.
or - When hovering over an email, document, task or job in a list, a vertical ellipsis icon displays next to the name. You can click this to access the tools from the pop-up menu in the same way as right-clicking over the item.
You can also copy a value from the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Client Name) to the clipboard. Right-click over the value and select Copy from the pop-up menu. Ctrl+c can also be used to copy a value.
The Open in new tab option is only available when right-clicking on either the Client Group or Name links. Once clicked, the corresponding Client - Summary Workspace will be opened in a new browser tab.
Saving Changes to a View
Changes to the layout can be saved as a View.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are unavailable if a Client is checkmarked to select it in the list. - Select Save view.
Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting a List
You can export the current Clients in the list to a .csv file.
- If needed, select a View that shows all the Clients you want to export.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are unavailable if a Client is selected and checkmarked in the list. - Select CSV Export to export the current Clients in the list to a .csv file (comma separated).
Refer to Exporting Lists.
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 lists 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 Lists
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.
Include in AutoFile
You can include the column Include in AutoFile in the Clients lists 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. Refer to refer to Nominating the Client to Include in AutoFile.
Functions included in the View Tools Button
Functions such as Sync, Duplicates and Resolve Clients are accessed from the View Tools button (at the end of the column headings, on the right-hand side of a list). Resolve Clients is only displayed if there are Unmatched Clients.
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 lists 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.
- There is a full automatic overnight 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.
Duplicates
On the Clients lists, 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.
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 lists 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 lists to display and filter on the source of the client (refer to Adding/Removing/Moving Columns in the Clients 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.
