An FYI Admin can bulk export the entire FYI document store including key metadata to a designated OneDrive directory. This could be used in the event of a practice split to export all your documents. This would also be used in the rare occasion that your practice chooses to leave FYI and it allows you to export documents in a well-structured fashion to then adopt a new system.
Notes
- Bulk Export is only available to FYI Admins.
- Bulk Export does not export Web Links, Phone Calls, File Notes or Meetings.
The backup is made into the folder FYI - Export in your practice OneDrive. Folders under this are added according to the Export structure set up for your practice (see Step 2 below).
There are three steps:
- Step 1 - Select the OneDrive Admin Account to Use
- Step 2 - Set up the Configuration Structure for the Exported files
- Step 3 - Running the Export
Step 1 - Select the OneDrive Admin Account to Use
You need to select the account for the OneDrive that will be used for the common activities across the practice. Refer to Link your Practice's OneDrive Admin Account.
Step 2 - Set up the Configuration Structure for the Exported files
Within the designated OneDrive, files are exported to a folder FYI - Export. This top-level folder needs to be created manually. All subfolders within this (for example, for the client groups, client names, year, worktype etc) will be created dynamically using the metadata in the documents, according to the structure you set up in the Import/Export - Configure function.
- Login to FYI as an FYI Admin.
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Documents.
- Go to the Import/Export tab.
This displays a log of the import and export function that have been run or that are currently in progress. - Click the Configure button.
The Import/Export setup displays. - Go to the Export tab.
The Structure List shows the hierarchy to create the sub-folders for the export.
This uses the metadata in the FYI documents. The documents are exported in a hierarchy of sub-folder according to how the Structure List is set up.
We recommend that the structure is set as Client / Year / Cabinet.
You can remove any of metadata groupings from the Structure List and add any to it from the Available list. You can also change the sequence of the metadata in the Structure List.
- Click to select what you want to move.
- Drag and drop it either to the Structure List to include it, or drag it to the Available List to remove it from the Structure List.
or
Drag it up or down in the Structure List to change the sequence. - Click Save.
Important Note: If you need to change the structure at any time, and documents have already been stored under the existing structure, please contact the FYI Support Team at support@fyidocs.com before making any changes to discuss any implications.
Step 3 - Running the Export
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Documents.
- Go to the Export tab.
- Click Run.
- Ensure the Medium is set as "OneDrive"
- As relevant, select the Partner and/or Cabinet.
When exporting documents for a specific Partner. This exports documents for clients where the selected user is held as the Partner for the Client. You can include Partner as a column in the Clients list and in the Documents list to check the documents that will be exported if you are going to export using the selection for Partner.
If you have moved the documents you want to export to a specific Cabinet, select the Cabinet that holds the documents you want to export. To export all Cabinets leave this as "No option selected".
Partner can be used in combination with the Cabinet. - You can run the Export as Incremental so that it exports only documents since the export was last run, not the whole document system.
- Click Create to start the export.
Note: Depending on the number of documents being exported, this will take a lot of disk space and will take a long time to process.
Note: For an incremental Export, in your OneDrive FYI - Export folder, use the Modified Date to check the date the Export was run.
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