FYI is pre-loaded with 'best practice’ configurations to help you get started. These include:
- Defaults for filing Cabinets and Categories
- Default User Groups
- Sample Templates and Stationery
- Pre-activated process automations
- Default Practice Settings.
In addition, when users are added from your Xero Practice Manager, FYI imports all your employees as "Active" and as "Standard Users".
You can trial FYI using the default configuration and use these to explore the platform. You can then make changes to suit your practice before onboarding your team.
Before you migrate any historical documents into FYI, the following items need to be set up and configured correctly for your practice.
This will create your filing structure, allow you to determine which users can access which documents.
Step 1 - Set up your Cabinets and Categories
Cabinets represent the top-level of FYI's filing structure. Each cabinet can be created with a unique filing structure beneath it. Security controls can be assigned at a user group level to restrict access to entire 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.
Refer to Setting up your Cabinets and Categories.
Step 2 - Set up User Groups
User Groups control access to cabinets and admin functionality.
Default User Groups include Standard Users, Practice Admin and Admin (for your FYI administrators). You may wish to set up an additional user groups - for example, for Partners who may need access to a Cabinet that will hold sensitive information.
Refer to Setting up User Groups.
Step 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 permissions.
Whilst activating users, take this opportunity to assign user roles (for example, Accountant), qualifications (for example, CA) and approval level (for example, First Review).
Refer to Setting up Active Users.
We also recommend completing the following steps to complete the setup of your practice prior to implementing FYI across your practice.
This will ensure you have templates and stationery set up and allow you to check your user and practice settings before inviting users to start using FYI.
Note: Before migrating historical documents, you must 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.
Step 4 - Set up Stationery and Templates
We recommend setting up your practice letterhead and email signature prior to going live with FYI.
- Your letterhead can be set up in FYI as Stationery
- You can set up a Default Email Signature that will automatically be applied when an email is created in FYI.
FYI is comes shipped with some sample Templates for commonly used emails and documents. You can use these when getting started, or create your own.
Refer to Setting up Stationery and Templates.
Step 5 - Check your Practice Settings, User Settings and Process Automations
There are various default Practice Settings that need to be checked to ensure they suit the requirements of your practice.
This includes some initial Process Automations are automatically installed for your practice and may need to be configured before you go live with FYI.
Default User Settings dictate how each user previews documents, opens Outlook or Office, receives notifications and uses the AutoFile functionality in FYI. These can be reviewed and configured by each individual user.
Note: To ensure a smooth onboarding process for new users, please make sure you have completed the following steps to set up each computer:
- Install the FYI Add-ins for Office and Outlook.
- Optimise your computer for use with FYI.
Refer to the section Before you Begin.