As part of migrating historical information, documents are imported from a folder structure that represents your filing structure. The FYI import function will use the folder names to match clients in Xero Practice Manager.
If you have any Clients in this folder structure that do not match any of the clients in your Xero Practice Manager, the documents are imported under Unmatched Client names that are created in FYI. Using the FYI Resolve Clients function, Unmatched Clients can then be matched to a correct client in Xero Practice Manager. If the documents for that client are not required in FYI, the Unmatched Client can be left in FYI as an archived client or permanently deleted, Refer to Resolving Unmatched Clients.
The following are some examples of how this is used and what the Resolve Clients does.
- There is a difference in the spelling of the name in the folder. For example, in the folder structure the client name has been entered as "Jones, Antony" but the correct name is in Xero Practice Manager is "Jones, Anthony". An Unmatched Client is created for "Jones, Antony".
Use the Resolve Clients function to match the incorrect client name to the actual client. All the documents will show in FYI under the actual client name as held in Xero Practice Manager.
- There is an additional folder for a client with a different name. For example, most of the documents for "Smith, Abigail" are in the folder structure as "Smith, Abigail" but there is also an additional folder "Smith, Abigail 1" with some additional documents.
Use the Resolve Clients function to match the additional client to the actual client.
When merging an Unmatched Client into an actual client, you do not lose anything already filed to the actual client. The actual client will now contain both sets of documents. All the documents will have the client name as the actual client.
- There is an Unmatched Client that you do not want to import as an active client. This may be, for example, for an historical client from before you started using Xero Practice Manager.
You can leave the client in the Resolve Clients without matching it. The client and any documents that have been imported for it, will be kept in FYI as an Archived client. You can display and search for documents for the archived client. Refer to Archived Clients.
- If you are sure you do not need the documents for the imported Unmatched Client, it can be deleted in the Resolve Clients function. This function is only available to FYI administrators. This will remove the unmatched client from the archived clients and delete the associated documents.
Note Before deleting an Unmatched Client, ensure that it is not needed as an archived client. If you needed to recover the documents after deleting the Unmatched Client, this can only be done by the FYI developers.