Document Migration for MYOB or Virtual Cabinet

This article details the steps in the FYI Migrate app when you have selected MYOB Document Manager or Virtual Cabinet as your current system (refer to Using the FYI Migrate App to Sync your Data). 

Watch the video tutorial

Enter the Server Name and Database Name

1. Enter the Server Name and Database Name for your MYOB or Virtual Cabinet documents (if a password is required for the FYI app to access the SQL database, then enter those details also, otherwise leave blank).
   
   By default, the server name is set to “localhost” (for both systems) and the database to "VPMSER" (for MYOB) or "VirtualCabinet" (for Virtual Cabinet).
   
   If you do not know this information, refer to Extra Note: How to find MYOB server and database details at the end of this article. This may require the assistance of your IT provider.
   
   
2. Click Next.

If you enter an incorrect Server Name and then click Next, the app will display an error.

Select your Folder(s) to Migrate

When the Server Name and Database Name have been entered correctly, you are prompted to add the folders that hold the files to migrate.

Click Add and select the top-level folder containing the documents to migrate.

For Virtual Cabinet this is usually called "VCFileStore" or similar (and should contain folders similar to the above screenshot).

For MYOB this is usually called "DMFS_VPMSER", "VPMSER", "DMFS_AODB1" or similar.

When the folder is selected it displays in the migrate application. 

Important note For MYOB or Virtual Cabinet:

• It is the head folder we want to sync (should look like our screenshots)
  • Not the internal folders (i.e. 2018, 2019, index1, index2 etc)
• Leave the “Include folder name on export” option unchecked

In the Select your folder(s) to Migrate, Back takes you back one screen, Add lets you add a folder or another folder, Remove removes the select folder and Clear removes all the selected folders.

To continue with your selection, click Done.

Start the Syncing

The Syncing screen displays.

To begin syncing your MYOB or Virtual Cabinet documents with FYI, click Start.

If you want to double-check your selection before starting, you can click Restart Wizard and it will return you to the first step in the process (but it will remember what you have entered, so you don't have to completely start from scratch).

Once the Sync is Underway

Before beginning the sync, the application will check the selected directories for the number of documents.
The headline status shows what the application is doing while you wait for the sync to begin.


The following is an example of the Syncing screen for Virtual Cabinet.

Note: Once the first sync is complete, the app will return to the top and look for any new/edited documents and sync them also. This process repeats hourly until either the app is closed or the sync is stopped.

Errors on Upload

There may be errors during the upload. The most common examples of where is occurs are:

• The document is in the process of being edited.
  The FYI Migrate app will re-attempt to sync these documents each hour, which commonly resolves the issue.
• The document has a very long file path (greater than 256 characters), although this error is unlikely to impact MYOB and/or Virtual Cabinet syncs.

You can view the errors by performing these steps:

1. In Windows go to Run.
2. Type %appdata%
   This will take you to the appdata folder
3. Select ‘FYI Migrate’
4. This will include an errors list.

The error list grows over time. So if a document errors on the first sync, and every subsequent sync, it may appear many times on the error list. To decipher what the final errors were, start at the bottom of the errors list and work your way up. The list should be in alphabetical order of the folder directories.

Completing the Document Sync, Importing and Filing

The next steps will be handled by your FYI Client Success Manager. Refer to Importing and Filing your Data in FYI.

Answers to common questions are outlined below. 

What if the Sync Stops?

If you select Stop the sync will effectively pause. You can then select Start to continue the sync. 

If the FYI Migrate app is closed, or the computer it is running on is shutdown, the syncing process may stop. To restart the sync:

1. Simply open the application
2. Log back in (if prompted)
3. Ensure all settings are exactly as they were.
4. Then start the sync again (it will pick up where it left off).

Important note: On the Select your folder(s) to Migrate screen, it is critically important you select the same folder as the initial sync and have left the "include folder name on export" unchecked.

How to Perform a Secondary Sync?

If you wish to perform a secondary sync of data that is not from MYOB or a Virtual Cabinet, refer to Begin Document Migration for Windows Explorer.

If you wish to perform a secondary sync of MYOB/VC data (from a different MYOB/VC instance), please contact FYI for assisted onboarding.  

Extra Note: How to find MYOB & Virtual Cabinet server and database details

Finding the MYOB Server Name and Database Name

For MYOB sites you can usually find the server name and database name in the DMFS folder location in a document called databaselookup.xml. In the example below, this shows the Server Name of MYOBSRV\MYOBACCT and the Database Name is AODB1.

How to find the MYOB or Virtual Cabinet Server Name and Database Name

Where the defaults or above suggestions do not work, you can always find what you need using Microsoft SQL Server Management Studio. Note, you may need the assistance of your IT provider to perform the following steps. 

1. Run SQL Server Management Studio and log in.
   
   If you are running the FYI Migrate app on the SQL Server machine, then the server "localhost" will usually work. 
   
   
   
   The default Database name for MYOB is "VPMSER" and for Virtual Cabinet, it is "VirtualCabinet".
2. Locate the server name and database name
   
   In this screenshot example, the server is "ACCDATABASE20" and the database is "VirtualCabinet".