Getting Started with Automations

AUTOMATION DASHBOARD

The Automation dashboard is where FYI’s automated processes are activated and configured for your practice.

To access the dashboard from within FYI, you must be an FYI Administrator. Click the Automation menu.

This is where you can:

• View, activate and maintain all the Processes available for your practice
• View the Apps that are integrated with FYI, including Xero Practice Manager, Xero Practice Ledger, OneDrive and more
• Monitor the automation processes that your practice is running via Activity logs and check for any errors if required.

We are actively working with integration partners across the industry to increase your automation capabilities. Watch this space – the dashboard is where new automations will appear as soon as they are available.

OUTLOOK AUTOMATIONS

The Clients > Detail tab holds a setting for Primary Client.

Where the client is part of a group structure, often entities within the group will have the same email address.

By selecting one of the clients in the group as the Primary Client, this client will take precedent for the purpose of auto-filing emails where duplicate emails exist.

Duplicates is a utility allowing admins to nominate the primary contact for each client group across the practice, ensuring that emails are auto-filed to the correct entity.

In Tray Review allows each user to review their auto-filed emails before they are available to the entire practice. This review can be completed via Outlook using the “File” button or via the FYI web app from the “In Tray”.

In Tray Review can either be configured for the practice as a whole,  or at a user level each individual can choose to turn this feature on or off.

In Tray Review is mostly designed to give senior team members a higher degree of control over email auto-filing to reflect the potential sensitivity of the client emails they receive.

If you want to configure In Tray Review at a user level, simply adjust the AutoFile Mode in your individual Settings > Profile.

Email attachments can be auto-filed as separate documents within FYI.

The attachment(s) are filed using the same auto-filing rules that are being applied to the email. Only genuine attachments are filed, and any attachments such as a jpg for a logo or signature are ignored.

The option to turn on auto-filing attachments is available from the Automation Dashboard, from Email AutoFile.

The Calendar Entry AutoFile process automatically imports and files all client meetings from your users' Outlook calendars. They are created as Meetings in FYI. This allows your practice to automatically store a record of all client meetings.

Calendar Entry AutoFile can be turned on or off from the Automation dashboard.

XERO AUTOMATIONS

FYI synchronises with Xero Practice Manager on a daily basis and updates your Client, Staff, Jobs and Tax Return information. 

This means you don’t have to maintain data in multiple locations and provides a productivity boost thanks to merge fields that are auto-completed across template documents.  

For an instant update, administrators can run a manual sync with XPM from the Automation dashboard.

The Tax Return AutoFile process automatically files batches of all tax returns received electronically via Xero Tax.  Tax Return AutoFile will call out to Xero Tax on a scheduled daily basis to retrieve all newly issued returns since the process was last run.

Filing settings allow you to use merge fields such as <Tax Period From> and <Tax Period To> in the file name and to automatically file the document in the relevant <Tax Year>.

The automation engine in FYI provides the ability to import and AutoFile batches of reports from your Client’s Xero Ledger.  

Reports that can be automated include;

• Profit and Loss
• Balance Sheet
• Bank Summary
• Trial Balance 

With a single click, all reports are automatically named and filed in FYI according to practice preference.

COLLABORATE

The Collaborate automation allows you to securely send documents to clients via your practice’s OneDrive account. This provides an alternative to email when sending sensitive attachments. 

Send via OneDrive sends an email with a hyperlink to the document that has been placed in a Client folder within your practice’s OneDrive.

An email to the Client is created including a secure link to each document. Clicking on the link prompts a request for a verification code which must be entered to access linked documents

NEGATIVE EMAIL ALERT

The Negative Email Alert process creates an automatic alert for any inbound client email that is highly likely to contain negative sentiment. 

Partners can rest assured knowing that any unhappy client emails will be brought to their attention instantly so that suitable action can be taken. 

The Administrator can activate the alert from the Automation Dashboard.