As documents sync (using the migrate app), the documents will come into FYI LIVE.
They will be placed into automatically created cabinets, based on the folders that were selected on the syncing tool.
It's OK if these folders are not perfect, as you can always refile the documents.
- Users of FYI who have access to this cabinet, can access the documents and begin editing them.
- If they edit them, and another user edits them from the desktop, the migrate app will sync the new version and thread it over the edited version in FYI.
Review imported documents
After the import, it is recommended that you check how the documents have been imported using the Documents list. Go to Documents and select the applicable Pre FYI cabinets.
Click the View Tools button, which is at the end of the column headings on the right-hand side of a list and add the applicable columns for the Categories (i.e. Folder 1, Folder 2, Folder 3 and Folder 4). Refer to Adding/Removing/Moving Columns in a List.
This will display the documents as in the following example. This allows you to confirm the document data for the clients and that the Windows folder names have imported correctly into FYI.
Re-running the Import
Having reviewed the imported documents, if there are any significant issues, you can re-run the Import process without duplicating documents. You would re-run if there are issues such as:
- None of the clients have matched
- Cabinets are not correct
Re-running the import will do the following:
- Re-Import all documents and revert any refiling you have done.
- Shift all documents back to the cabinet that you select as Default Cabinet in the New Import/Export popup.
Note: Re-running the Import will not duplicate documents already imported. But If you have already refiled all or any of your documents, you will lose this by re-running the import process.
Note: You can also run a secondary import, without impacting documents already imported. This can be done by ticking the Skip already imported option on the New Import/Export options. Refer below for information on Perform a secondary import of the same folder(s), which does not override information from the initial import.
Resolve unmatched clients (i.e. clients that did not match to XPM)
On the import, if there are any clients in Xero Practice Manager that do not match the folder structure, the Import will create a client in FYI so these can be matched to the Xero Practice Manager client at a later time.
When the import has finished, on the Clients list, click the Resolve Clients button on the right-hand side to display any clients that have been created in FYI and still need to be matched. Refer to Resolving Unmatched Clients.
Refiling your Imported Documents
It is good to first plan how you will be refiling documents. You may have decided that you want to leave all, or the majority, of your historical documents segregated within the "Pre FYI" Cabinet.
If you are refiling migrated documents, plan the order in which you do this. It is recommended to leave everything in the "Pre FYI" Cabinet until you have refiled the levels below. For example, if you have moved documents out of "Pre FYI" into each of the final destination Cabinets before refiling the Year, you would then need to go to each of the Cabinets in turn to do the Year refiling. When all the documents are still within the "Pre FYI" Cabinet, they are still grouped together for you as the documents needing the post-migration refiling.
For details on how to refile, refer to Implementors: Refiling Existing Documents. This article can also be displayed directly from the Refile page by clicking the Learn More button.
Performing a Secondary Import of the Same Folder(s)
If you need to re-run the import with a different structure or settings, refer above to Re-running the import. This allows you to re-import all documents and revert any refiling you have done.
If you need to perform a second import to bring in additional files, without impacting those already in FYI, this can be done. This may be necessary where you have already synced and imported a number of documents, for example, as part of a test migration, and users have already begun editing or using those files in FYI.
When performing the secondary import you need to select Skip already imported in the New Import/Export popup and any files that have already been imported prior will not be impacted.
Note: Enabling this option will slow the import time significantly.
Refer also to Implementors: Running a Bulk Import.
Importing from More than One Location
You may need to import documents from more than one location. When migrating from Windows Explorer, you select the folder(s) you want to migrate and you can select multiple folders (refer to Document Migration for Windows Explorer).
For example, you may have migrated and synced two folders - Client files (from a Windows Explorer top level folder called "Clients") and Admin files (from the Windows folder "Admin"). In this example, only the client files will have a client name or code. Admin files will not have client information so the import structure needs to be set up differently for the admin files.
To import from more than one location:
- The imports need to be set up with different structures, so you need to run one import at a time.
- Do not start a second import until the first one is complete and has been checked.
- When running the import, you need to utilise the Wildcard section of the Import/Export pop-up to differentiate the folder names under which the files were synced.
You may find it easier when checking the import and doing the refile if you set up a separate Cabinet and Categories for the subsequent import(s). In the example, to import the Admin files, you could set up a new Cabinet "Pre FYI - Admin" and add to this new Categories such as "Folder 1 - Admin", "Folder 2 - Admin", etc. Refer to Managing Cabinets and Managing Categories.
The following is an example of the Structure set up for importing Admin.
Refer also to Implementors: Running a Bulk Import.
In the Import/Export popup, the Wildcard option is used to enter the folder name under which documents have been imported. For example:
If you migrated two folders Clients and Admin, you would run one import with the Wildcard entered as "Clients". Ensure you enter this exactly as the name of the relevant folder.
When this Import has finished and you have checked it/refiled the documents, you then run the Import with the Wildcard as "Admin".
If you had selected a folder level above that you are importing (for example, where the top level is "Data" which holds the folders "Clients" and "Admin") enter the Wildcard as "Data/Client" or "Data/Admin".
If you need to cancel the Import, a Cancel button is available next to the request whilst the Import is in the queue. Once the Import is actually running, the Cancel button is no longer available.
Important Note: When an import is running, do not change the Import Structure until the import is complete.
Once the Document Migration and Import is Complete
Once the sync is complete and your data has been made available to you via FYI, the FYI Migrate application can be uninstalled.
To uninstall the application go to add/remove programs and uninstall FYI Migrate.