Jobs (Basic): Add, Move, Edit, Archive, Delete

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While pipelines allow you to view all similar projects in one place, jobs are the actual projects you do for clients. You add jobs to pipelines, where they move from stage to stage. As a job progresses, you link documents, contacts, tasks, and invoices to it until it’s completed. Plus, you can also move jobs to other pipelines whenever you need to.

Covered here:

Adding Jobs

Once a pipeline has been created, add jobs to it, then link them to accounts. Keep in mind:

  • Jobs are added to a pipeline by a firm owner or any team member with access rights to manage pipelines.
  • Team members see only the pipelines made available to them.
  • Team members move jobs through pipelines for their assigned accounts.
  • Team members see only the jobs of accounts assigned to them unless they have access rights to view all accounts.
  • New jobs are always added to the first stage of a pipeline.
  • Jobs can be added for both active and offline accounts. However, only users with active accounts and notifications turned on receive emails sent via pipeline automation.
  • To be efficient and save time, create jobs based on custom templates.

There are three ways to add jobs to a pipeline:   

Add Jobs in Bulk

To add jobs to a pipeline, choose the way that’s best for you:

  • Go to the Workflow section, select the pipeline, then click on Add job.
  • Click + NEW in the left sidebar, then select Job from the slide-out menu. 
  • Go to Clients, Accounts, then All Accounts, select the checkboxes next to the accounts the job is for, then click on the Add Job button.

Below, find out more about each numbered section:

1. Accounts: Add or remove the names of accounts here.

2. Pipeline: Select the pipeline for the jobs. (If you’re adding jobs from the pipeline itself, you skip this).

3. Template: To quickly create jobs, select a template with a custom job name, dynamic data (fields that automatically get filled in, such as with a date or account name), description, due date, comments, and so on. For more about job templates, go here.

4. Assignees: Select the team members for the jobs. To learn more about assigning jobs, go here.

5. Add: Click to bulk-add jobs to a pipeline. If adding multiple jobs isn’t fully successful, you’ll get a notification explaining why in your Inbox+. Go here for more details. 

Job Card Display

Including relevant info on job cards helps you and your team members stay on top of a pipeline. You can customize a job card’s details. 

How to Add and Edit Job Details

To add and edit job details, choose the way that’s best for you:

  • From a pipeline: Either in the Workflow section or in the client’s profile, click on the job card to expand it.
  • From a tasks list: If a job has a linked task, the job’s name is displayed in the Firms Tasks and My Tasks lists. Click on the job’s name to see its details. 
  • From the Jobs tab in the Workflow section: Click on the job’s name or select several jobs to make changes in bulk.

Job Details, Explained

The job details will appear in the expanded card on the right, and you’ll be able to edit them:

  • 1. Change the job’s name: By default, a job’s name is similar its pipeline’s. To change it, click on it and type a new one.
  • 2. Pipeline: Move the job to another pipeline by selecting one from the drop-down menu. For more details, go here.
  • 3. Stage: Move the job to a new stage by selecting one from the drop-down menu. For more details, go here.
  • 4. Assignees: Select the team members for the job.
  • 5. Due Date: Add a due date as a time-management tool (optional).
  • 6. Priority: Select LOW, HIGH, MEDIUM, or URGENT.
  • 7. Description: Use formatting, emojis, bullets, numbered lists, or links. 
  • 8. & 9. Link elements: Attach documents, bills, organizers, contracts, tasks. For more details, go here.
  • 10. Add Comment: Write reminders about the job, then delete them when you no longer need them. 
  • 11. Back: Click to return to the pipeline. All changes are automatically saved.

How to Customize Job Cards 

Select what you want to see displayed. 

tip

Note! The account name and amount of time a job has been in a stage are always shown.

1. Access the pipeline editing screen (for more details, go here) or create a new pipeline by going to the Pipelines section in Settings.

2. Turn on the toggles for the Job card fields you want to be displayed:

  • Account ID (read more on what is it)
  • Name
  • Description 
  • Priority 
  • Start Date
  • Due Date
  • Assignees

3. Click Save, go to the Workflow section, open the pipeline, and see the results.

Bulk-Editing Jobs

To edit several jobs at once:

  1. Select the checkboxes next to the jobs in the Jobs list, then click Edit. Use filters to narrow your list if needed.
  2. Make your changes, then click Save.

tip

Note! When bulk-editing jobs you can't link elements, change job names, or add or remove comments. The info in the fields that you don't change remains the same. If you need to make either of those changes, edit one job at a time instead.

Linking Elements to Jobs

Go here to learn about linking elements.

Moving Jobs to New Stages

Jobs can be moved to new stages manually or via automation. To learn more, go here.

To manually move jobs, choose the way that’s best for you: 

  • In bulk from the pipeline: Hover the mouse over the job’s name, select the job, click Move to on the top left, then choose the stage from the list. To select all jobs from a stage, click the checkbox next to the stage’s name.
  • In bulk from the Jobs page: Select the checkbox next to the jobs you want to move, click Edit on the top left, then choose the stage from the list. If you have selected jobs from different pipelines, you will not be able to choose a stage.
  • One by one from the pipeline: Hover your mouse over the job’s name, then drag-and-drop it. 
  • One by one from the job details view: Select the stage from the list. 

If there are any automations linked to a stage, a pop-up displays them. Deselect the ones you don’t want. All automations are triggered at once when a job enters a new stage.

If job elements linked to a stage aren’t completed, choose one of the options from the pull-down menu in the Unfinished Requirements section, then click MOVE. To find out more about how to use linked elements in Jobs, go here.

Moving a Job to a Different Pipeline

Jobs can be moved to a new pipeline either one by one in bulk. For example, when your leads become clients, you may want to move them from one pipeline to another. Moving jobs allows you to create new jobs from existing ones and helps maintain linked documents, notes, messages, invoices, time entries, etc.

To move jobs to a new pipeline, choose the way that’s best for you: 

  • One by one from the job details view: Select the pipeline from the list, then select the stage.
  • In bulk from the pipeline: Hover your mouse over the job’s name, select the job, click Move to on the top left, select the pipeline from the list, then select the stage. To select all jobs from a stage, click the checkbox next to the stage’s name.
  • In bulk from the Jobs page: Select the checkbox next to the jobs you want to move, click Edit on the top left, select the pipeline from the list, then choose the stage.
tip

Tip! You can filter a Jobs list prior to selecting the jobs. For example, if you want to move jobs from a tax pipeline to an extension pipeline, filter the Jobs list by applying a filter by pipeline, then select the jobs.

If there are any automations linked to a selected stage in the pipeline you are moving jobs to, a pop-up will display them. Deselect the ones you don’t want. All automations are triggered at once when a job is moved to a new pipeline.

Keeping Track of Jobs

The amount of time that a job remains in a stage is displayed right beneath the account name on the job card, making it easy for you to keep track of it. 

When you have a lot of jobs in one stage, they won’t all be displayed in the pipeline. Click Load more to see any additional ones. 

To view all the jobs inside a pipeline one page—in order to sort or apply filters to them (a useful reporting tool)—go to the Workflow section and open the Jobs tab. You’ll find all your past and present jobs by opening the Active and Archived tabs.

You’ll find these column headers:

  • NAME: the name of the job
  • PIPELINE: the pipeline the job is in
  • STAGE: the stage the job is in
  • ACCOUNT: the name of the client the job is for
  • DATE ADDED: when the job was added
  • DUE DATE: the due date for the job (only for Active jobs)
  • DATE ARCHIVED: when the job was archived (only for Archived jobs)

To sort a jobs list, click the up-down arrow next to the column header. You can sort jobs by name, pipeline, stage, account, date added, or due date. 

You can search both active and archived jobs (all custom fields are searchable). To do so, go the Jobs page, type a keyword in the search field at the top right of the page, then press Enter on your keyboard. The job list is then narrowed.

You also can search for archived jobs in a specific account. Open the Workflow tab in the account and select the Archived Jobs subtab. Type a keyword (all custom fields are searchable) in the search field at the top right of the page, then press Enter on your keyboard. The job list is then narrowed.

Filtering Jobs

Use filters to help find specific jobs. For example, filtering might allow you to find all jobs for one account. Filter jobs either from the Jobs page or from the pipeline itself. From the Jobs page, you can track all jobs; from the Pipelines page, you can track jobs only in that pipeline.

Click FILTER in the top right corner, select one or more filters, then click APPLY. There are several ways to filter a list (depending on the page you’re on):

  • Account: See only jobs for a selected account.
  • Pipeline: See only jobs belonging to one or several pipelines. Select a specific stage or several stages from different pipelines to narrow the results even more.
  • Job Assignee: See only jobs assigned to selected team members. 
  • Start Date: See only jobs with start dates from a selected range.
  • Due Date: See only jobs with due dates from a selected range.
  • Overdue status: See only jobs with expired due dates (for that same day or already past due).
  • Priority: See only jobs with a selected priority level.

Once the filters are applied, the list of jobs is narrowed. Clear all the filters by clicking Reset, then Apply.

Printing Job List

To print a job list, click the  Print button at the top right of the page.

By default, the job list displays 25 per page. If you want to print more jobs select the number you’d prefer in the  Rows per page menu at the bottom left of the page prior to printing.

Your browser will offer you to print the list. This will include the current date and time.

Sorting Jobs in Pipelines

By default, jobs are sorted by account name. However, you can also sort them by the amount of time they’ve been in a stage, so that newly added jobs are displayed at the top or bottom. Access the Edit pipeline page (for more details, go here), then change the Sort accounts in stages by setting.

Archiving Jobs

Once you’ve completed a job, archive it. Archiving rather than deleting helps when it’s reporting time. Archived jobs can be edited just like active ones; however, they’re no longer visible in your pipelines.

tip

Tip! You can move jobs to another pipeline once the client is moved from one service to another. For example, you may want to move jobs from a tax pipeline to an extension pipeline.

Choose the way that’s best for you: 

  • In bulk from the Jobs tab in the Workflow section: Select the job names in the Jobs list, then click Archive at the top of the list. 
  • In bulk from the pipeline: Select the jobs in the pipeline, then click Archive at the top of the list. To select all jobs from a stage, click the checkbox next to the stage’s name.
  • One by one from the Jobs tab in the Workflow section: Click on the three dots to the far right of the job’s name, then select Archive.
  • One by one from any pipeline: Click on the job card to expand it, click on the three dots on the top right of the expanded box, select Archive, then confirm by clicking ARCHIVE.

The job is then moved from the Active to the Archived subtab. 

If you have archived a job but later discover you need it again, change it back to active:

  • From the Jobs tab in the Workflow section: Go to Archived, click on the three dots to the far right of the job’s name, then select Make Active
  • From the Workflow tab of a client’s profile: Go to Archived Jobs, click on the three dots to the far right of the job’s name, then select Make Active.
  • From the job details bar: Click on the three dots on the right of the job details bar, then select Make Active from the pull-down.

Deleting Jobs From Pipelines

Though we recommend archiving completed jobs rather than deleting them, you can permanently remove them. Click on the job card to expand it, click on the three dots on the top right of the expanded card, select Delete, then confirm by clicking DELETE JOB.

Or you can delete jobs from a pipeline in bulk by selecting them and then clicking Delete on the top left. To select all jobs from a stage, click the checkbox next to the stage’s name.



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