Step 1 - Locate your existing document store
Depending on the previous system, your client documents can be in one of a number of locations:
- Stored in the Windows Explorer directory that you manually manage.
- Stored in the Windows Explorer directory managed by a system such as HowNow, MYOB Document Manager etc.
- Managed in the cloud by systems such as DropBox or Box.
In each instance, you need to find the location of where your documents are stored and check the size of the store (by checking the folder Properties).
Note: FYI provides 50gb of disc space per user when importing documents.
For example, 10 FYI users x 50gb = 500gb of disk space
If you require more space than allocated, please contact firstname.lastname@example.org.
Step 2 - Review your current filing structure
For a bulk import to be successful, your existing document store must have a filing structure that is repeated across all clients. This enables the import process to map Windows directory folders to FYI Categories.
If using a third party application such as HowNow or MYOB Document Manager, this structure is created for you. If you are simply using Windows Explorer or creating the filing structure client-by-client in an application such as DropBox or Box, the structure may be a little more ad-hoc.
To review your filing structure, navigate to your existing document store and review the folder hierarchy for each client. These historical documents must be in a consistent folder structure with a combination of:
- Group Name
- Client Name
- Client Code (must match the client code used in Xero Practice Manager)
- Category 1 (for example, Year)
- Category 2 (for example, Work Type)
Note: For the import to work, you need a minimum of one folder that identifies the client (either Client Code or Client name).
Note: In Xero Practice Manager, the client name is held in the format "Last Name, First Name". If you have set up your filing structure as "First Name Last Name", FYI will also check for this format so that documents will be imported against the relevant client name.
Step 4 - Check the Disk Space on your OneDrive
To ensure a smooth import, FYI requires a cloud-to-cloud import. This requires uploading your document store to a OneDrive location.
Before beginning this process, ensure you have enough available disk space on your OneDrive account to manage your entire document store.
Step 5 - Select the OneDrive Account to Use
You need to select the account for the OneDrive that will be used for the common activities across the practice.
Note: This account is used for all common OneDrive activities. As well as Bulk Import, it is also used to share documents on the practice's OneDrive with clients (refer to Collaborating with your Clients) and in the Bulk Export function (refer to Bulk Export).
You can select the OneDrive account for one of your team members (for example, a specific practice manager or an administrator).
Another option, which is the recommended way, is that you set up an Office 365 account specially for this. It is recommended to set this up with good name to represent your practice. Also ensure it has OneDrive enabled.
You can then set up a user directly in FYI that relates to this Office 365 account (refer to Confirm Active Users, Allocate a Group to each User, Add User).
You then need to link this OneDrive Account to FYI.
- From FYI, click the Automation menu option.
- Go to the Apps tab.
- For OneDrive, click the cog icon to edit it.
- In the OneDrive Settings, select the OneDrive account that will be used.
Step 6 - Upload to OneDrive
When OneDrive has been set up and linked to FYI, you can add your existing client documents.
- In the designated OneDrive account for the designated team member (as selected above Step 5 - Select the OneDrive Account to Use), create a folder FYI - Bulk Import.
- Copy your existing document store to the OneDrive folder FYI - Bulk Import.
OneDrive will then manage the synchronisation of documents to the cloud.
The time to upload the documents to the cloud will depending on the size of your document store and the speed of your internet connection.
Uploading from Windows Explorer
If your documents are stored on a server or desktop machine, the best option is to deploy OneDrive for Desktop on the machine. This will add a OneDrive folder to Windows Explorer.
Once OneDrive for Desktop is installed, log into the OneDrive account for the person selected in the the previous step and copy your existing document store to the OneDrive folder FYI - Bulk Import.
Uploading from DropBox or Box
If your documents are already stored in the cloud using Box or DropBox, you will need to migrate the documents to OneDrive.
There are a number of utilities available to do this migration. Or you can copy your documents to a local machine and then upload to OneDrive as described above in Uploading from Windows Explorer.
Migrating from MYOB Document Manager Appendix
To import documents from MYOB Document Manager, please follow the instructions above for uploading from Windows Explorer. Further filing information can then be exported from the MYOB Document Manager database.
MYOB Document Manager, stores additional meta data against each document. Upon request, the FYI team can bring in this additional information during your document import and this service will be charged at an hourly rate. To arrange the FYI team to perform this for you, please contact the FYI Support Team at email@example.com.
|Additional information imported by the service||Information not imported by the service|
To import the documents to FYI, refer to Bulk Import - Mapping and Validating your Filing Structure, Running the Import.
For Additional Help
For any additional help with migration please contact the FYI Support Team at firstname.lastname@example.org.