Using the FYI Migrate App to Sync your Data

You start your migration process by downloading the FYI Migrate app. You then direct the FYI Migrate app toward your existing file store and begin syncing your documents.

Note: This process must be completed in conjunction with your FYI Client Success team member, or FYI Implementation Partner.

As a brief introduction, the FYI Migrate App will run a "live import" of your historical documents, including any newly created or edited documents, until a designated migration cut-off date and time. This means your documents remain accessible via your legacy system and your team can continue to create and edit documents. The app will continue to import and sync the newly created/edited documents.

Before you begin the Data Migration

1. You must have an active FYI account (trial or paid).
2. It is recommended that you enter billing details (don't worry, we won't charge you until your trial is complete).
3. If you haven’t already done so, book a Discovery call with our client success team to discuss the process. This can be booked via the Onboarding Wizard.
4. Ensure your client list in XPM/GreatSoft is correct (that is, all active clients are up-to-date, and client codes are correct where necessary).
5. If migrating from a folder system, perform any cleanup of files and folders beforehand. 
6. If migrating from a cloud-storage system, sync your documents locally to the machine you will be migrating from, before beginning FYI's sync.
   Refer below to What about systems other than MYOB, Virtual Cabinet, Windows Explorer, HowNow or HandiSoft?

Technical Requirements
Contact your IT provider to prepare a computer or server that can run the sync non-stop. Please ensure they review the Technical Requirements at the bottom of this article. 

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Step 1 - Download and Install the Latest Version of the FYI Migrate App

Download the FYI Migrate App zip file

Your Onboarding Consultant will provide you a copy of the FYI Migrate App.

Follow the installation process below.

Note: If you have already downloaded the FYI Migrate app, and you download and install the latest version of the FYI Migrate app, this will only update the app. This will not cause any documents to be duplicated.

For sites running version 1.0.0.171 and higher, once the FYI Migrate app is installed it will auto-update with the new versions. The auto-update occurs at the end of the cycle while the sync is still running. When it restarts, the new version is installed and the sync starts again in a new cycle. 

Extract the application files

Extract the files in the FYIMigrate.zip file.

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Run the application file

Right-click on the FYI Migrate app and select Run as Administrator.

If prompted, click the More Info link, then click Run anyway.

This will install the FYI Migrate app. 

Note: If you get any errors on the installation of this application, first discuss it with your IT provider. If they are unable to successfully install the application, please contact the FYI Support Team at support@fyidocs.com.

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Step 2 - Login using your Windows Microsoft 365 (FYI) login

If your IT provider requires Proxy details, tick the proxy box and enter the relevant details.

When you click Login with Windows you will be directed to a browser tab where you can login. 

Note: You need to log in to the FYI Migrate app using the credentials of an FYI user.

As part of the login, you will be asked to accept permissions to enable the FYI Migrate app to run. You can select "Consent on behalf of your organisation" if you prefer not to be prompted each time. 

Click Accept to continue.

Once logged in, you will be prompted to close the browser tab and return to the application. 

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Step 3 - Select the location of your source documents

Select MYOB Document Manager, Virtual Cabinet, Windows Explorer, HowNow or HandiSoft as the location of your source documents.

If you are not on one of these, see below for information on what to select.

The next step depends on what you selected as your current system.

Refer to:

• Document Migration for Server Connections (for MYOB, Virtual Cabinet, CCH Document Centre, and Iris)
• Document Migration for Windows Explorer, HowNow or HandiSoft

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What about systems other than MYOB, Virtual Cabinet, Windows Explorer, HowNow or HandiSoft?

If your documents are stored with any other platform, then select Windows Explorer.

Other on-premise document management systems

For document management systems you will be syncing the underlying folders. For assistance locating the root directory containing your documents, please refer to your IT provider. 

Other cloud-based document management systems

If your documents are stored in the cloud (Dropbox, SharePoint/SuiteFiles, Google Drive etc), you will need to sync your documents locally. Once synced locally, you will use the Windows Explorer method linked above. To set up the local sync, you may be able to follow the instructions in the third-party links below. If you need additional help, refer to your IT provider.

• How to sync Dropbox documents to your local machine
• How to sync SharePoint documents to your local machine
• How to sync Box documents to your local machine
• How to sync Google Drive documents to your local machine
• How to convert Google file types (that is, Google Sheets) to Office file types (that is, Excel)

Note: When syncing from a cloud location it is important that the documents are stored locally, not just presented as a ghost copy. 
For example, this folder is available via the cloud, not synced locally:
Whereas this folder has been synced locally:

You may need to access the folder you are migrating from your machine and right-click the head folder, for example, 'Clients'. Select 'Always keep on device'. This will force the files to sync locally should the above scenarios not cover your migration source. 

Running a Local Sync of SuiteFiles

SuiteFiles has an overlay on the SharePoint site which does not allow you to sync.

In order to run a local sync of the SuiteFiles documents prior to migration using the FYI - Migrate tool, you need to enter the URL that finds the SharePoint site and avoids the SuiteFiles overlay,

1. Ensure you are logged in with full admin rights to Microsoft 365.
2. To find the SharePoint site and avoid the SuiteFiles overlay, navigate using a URL as follows:
   yourdomain.sharepoint.com/sitepages 
   For example, growth.partners.sharepoint.com/sitepages
   
   This will take you directly to SuiteFiles in SharePoint so you can navigate to the folders that need to be synced locally. 
   
   Note: Refer also to the details above in Other cloud-based document management systems as these points are still relevant once the above is completed. 

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Technical Requirements

Some IT providers may require the below information to prepare the system for the sync.

The computer or server operating the sync needs to:

• Have a 64-bit processor.
• Be running Windows 7 (64-bit edition) or Windows Server 2008 (64-bit edition) as a minimum.
• Having 4GB of RAM is recommended.
• Be configured so that it does not shut down periodically. Any shutdown will stop the FYI sync.
  • If it does shut down, please restart and it will pick up where it left off.
• Have access to the files, folders and/or databases that you will be syncing.
• Have sufficient storage for the FYI Migrate App to store data files. Disk space depends on the volume of documents being migrated, 5 GB of free space should be sufficient. 
• Exclude the FYI directory - %APPDATA\FYI Migrate - from your virus scanner.

What permissions does the user need to have on the folders being synced? 

The user will need one of the following permissions: