Using the FYI Migrate App to Sync your Data

You can start your migration process by contacting your Client Success Manager to download the FYI Migrate app. You can direct the 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As a brief introduction, the FYI Migrate App will run a "live import" of your historical documents including any newly created or edited documents until a designated migration cut-off date and time.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.

Article Contents

The steps below walk you through the process of downloading and installing our FYI Migrate app. 

• Before you begin the Data Migration
• Video Walkthrough
• Step 1 - Download the Latest Version of the FYI Migrate app, or Contact your Client Success Manager
• Step 2 - Extract the application files
• Step 3 - Run the application file
• Step 4 - Login using your Windows Microsoft 365 (FYI) login
• Step 5 - Select the location of your source documents
• What about systems other than MYOB, Virtual Cabinet, Windows Explorer, HowNow or HandiSoft?
• Technical Requirements

Before you begin the Data Migration

1. You must have an active FYI account (trial or paid)
2. You will be required to 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 (i.e. all active clients are up to date, 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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Video Walkthrough

This video walks you through the first steps of the document migration process.

Note: The video describes downloading the FYI Migrate app. There is a change to this - please contact your Client Success Manager to download the FYI Migrate app.

Note: This application is designed for Windows 64 bit versions. This does not run on Mac OS.

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Step 1 - Download the Latest Version of the FYI Migrate app, or Contact your Client Success Manager

If you have already been given the link to download the FYI Migrate app, always download this to make sure you have the latest version.

Otherwise, please contact your Client Success Manager to download the FYI Migrate app. 

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Step 2 - Extract the application files

Extract the files in the FYIMigrate.zip file.

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Step 3 - 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 4 - 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. 

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 5 - 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 MYOB or Virtual Cabinet
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 linked below, otherwise, 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 Google Drive documents to your local machine
  • How to convert Google file types (i.e. Google Sheets) to Office file types (i.e. Excel)

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

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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:

• Be configured so that it does not shut down periodically. Any shut down will stop the FYI sync.
  • If it does shutdown, please restart and it will pickup 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.
• Exclude the FYI directory - %APPDATA\FYI Migrate - from your virus scanner.

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