The following items need to be set up before you migrate any historical documents into FYI. This will create your filing structure and allow you to determine which users can access which documents.
1. Set up your Cabinets and Categories
Cabinets represent the top-level of FYI's filing structure and can be used to separate document types (i.e. Admin, Correspondence, Corporate Secretarial, Source documents, Workpapers & Finals) or as a way to segregate divisions (Admin, Accounting & Tax, Wealth, SMSF, Partner Files and Training). Consider which approach (potentially a hybrid) will work best for your practice.
There are two unique aspects to cabinets which are the reason they represent the top-level of the filing structure:
- Security controls can be assigned at a user group level to restrict access to entire cabinets. Imagine a physical cabinet with a lock and key, only those users with a key to access the cabinet can add to it or see what's inside.
- Each cabinet can be created with a unique filing structure beneath it. This is important in creating a structured filing system, as it means you can avoid asking users to file to unnecessary locations (i.e. if I place a document into the permanent cabinet, I should not be asked to file to a year).
Refer to Managing Cabinets
Categories are the way documents are tagged with meta-data to create a filing structure. Categories can be used as filters on lists when displaying information in FYI.
Categories are completely customisable, although Year is one category that every practice will need.
Other examples of categories are:
- Month: Jan, Feb, Mar, etc.
- Quarter: Sep. Dec, Mar, Jun
- Tax Type: BAS, IAS, Income Tax, FBT, Payroll, etc.
- Permanent Type: Deeds, Wills, Agreements, etc.
- Corporate Secretarial Type: ASIC, Register of Members, Minutes, etc.
FYI will provide some initial default Categories upon trial creation, but these can be edited/removed and others can be set up to suit the requirements of your practice.
Refer to Managing Categories
2. Create User Groups
Create user groups to control access to cabinets and admin functionality. Typical User Groups include Partners, Administrators and Standard Users.
Refer to Creating User Groups
3 Set Up Active Users
When FYI imports your employees from Xero Practice Manager they are automatically set as Active Users in FYI. Each Team Member must be flagged as Active or Inactive, with all Active users assigned to relevant User Groups within FYI. This step finalises your document security and sets approval permissions.
Refer to Confirming Active Users
4. Set up your FYI Account
Enter your billing details to set up your FYI account. This is a mandatory step before any data can be migrated onto the FYI platform.
We also recommend completing the following steps to complete the set-up of your practice prior to your Go Live date.
5. Set up your practice letterhead
Add your letterhead to FYI’s stationery to optimise your document creation process
Refer to Creating Stationery for FYI
6. Set up your email signatures
Create a practice-wide email signature using smart fields
Refer to Adding an Email Signature to FYI
After completing the steps outlined above, you are ready to invite users to start using FYI. Refer to Inviting New Users
Note – to ensure a smooth onboarding process for new users you can complete the following checks:
- ensure the FYI Add-ins for Office products have been installed
- prepare your browser for FYI
- ensure each user can edit Office documents stored in FYI from their desktop.
Refer to Practice Set Up