This article covers how to import your documents into FYI after running the FYI Migrate application to bring documents over from Windows Explorer.
Note: The Windows Explorer method covers many document systems, such as; Dropbox, Google Drive, SharePoint, SuiteFiles and other folder-based systems.
When importing from a folder structure, it is likely that even with a good and an organised structure, there will be inconsistencies and incorrect spelling. So, its important to leverage FYI's import and refile tools to resolve these issues.
After running the FYI Migrate
The FYI Migrate application syncs your documents, meaning it takes a "live copy" and continues to sync as users create new documents and edit existing ones. Eventually, however, you will need to find a time to stop the sync so that your documents can be imported to FYI.
When this time comes, you will be importing the folder structure as it appeared in Windows Explorer (refer to Document Migration for Windows Explorer).
The next steps are as follows:
- Decide your import approach
- Stop the Syncing
- Set up the structure for the Import
- Syncing two (or more) file locations
- Run the import
- Start the import
- Review imported documents
- If required, re-run the import
- Resolve unmatched clients
- Refile your imported documents
- Performing a separate secondary import
Decide your import approach.
There are two options for how to run the import:
Option 1 - Recommended method - Use the Generic Cabinets and Categories to import
As part of the setup for your FYI trial, a Cabinet is set up for you called "Pre FYI". This Cabinet has Categories set up within it of "Folder 1", "Folder 2", "Folder 3", and so forth which relate to the hierarchy of your existing Windows Explorer folder structure.
By mapping one folder level in the Import to the "Pre FYI" Cabinet and then mapping each of the sub folder levels to one of the folders within that ("Folder 1", "Folder 2", "Folder 3", etc.) you can then easily use the FYI Refile function after the import to set the filing details according to the structure you want use in FYI. Refile is described below.
When the Import is run, you will set it to Create missing category options. This retains the names of the folders under which the documents were filed in Windows Explorer so you can see where to refile them to.
Another option with this method is leave all, or the majority, of your historical documents segrated within the "Pre FYI" Cabinet. Within the "Pre FYI" Cabinet, documents show within the folders the documents were originally filed under in the Windows folders and this displays as information under the relevant Category of "Folder 1", "Folder 2", "Folder 3", etc. This would allow you, moving forward, to take a different approach to how you categorise document.
If you prefer to use a different name for the Pre FYI Cabinet and its Categories they can be easily renamed, such as to "Pre FYI level 1", "Pre FYI Level 2", etc.
Video walkthrough of this approach
The following is a video walkthough of using the generic Cabinets and Categories to import.
Option 2 - Map each level in your existing folder structure to an identical filing structure in FYI (requires an extremely neat and consistent folder structure)
The other option is to map one folder level in Windows Explorer as being the Cabinet in FYI, and any other folder levels in Windows Explorer are each matched to an FYI Category. You add the Cabinets, Categories, and the Category options directly in FYI.
Deciding how the folder levels correlate may be straight forward, but, unless the documents have been held in Windows Explorer in a very organised and consistent way, it may be difficult to represent this exactly in FYI. It is also likely that you want to streamline how documents are held when they are within FYI.
With this option, there are two ways to set up the options within the Categories.
The names of all the Windows Explorer folders can be set up in FYI as options within the relevant Categories so there is a one to one match. Note that if this is not done exactly, there will not be a match during the import and will be blank in FYI. Therefore the description under which the document was held within the Windows folder level will not be brought across to FYI. This loses that level of information about those documents and it would also make it hard to know what to refile them under.
The Import can be set with Create missing category options which will automatically create each of the values in the Windows folders as options within the FYI Categories you have set up. Note that if there are many different ways the folder levels have been set up and if they are not consistent for all clients (for example, for one client the folder for years is "2019", "2018", "2017" but for another client there is "2019", "2013-2018", "Additional reports for 2016", "Trust Funds 2018", etc.) these will all be automatically set up. This may make it very difficult to determine how to group documents after the import. Also, having a large number of options for a Category can affect the performance of FYI.
Note: Client name or Client Code in the Folder Structure
It is likely you have a level in the Windows folder structure for Client or Client Code that groups document by the client. As the client is held as part of the filing details for each document in FYI, this level is not needed as part of the hierarchy. For either of the import options that you choose to use, FYI will use a client name or a client code at any folder level to find a match to the clients that have already been imported to FYI from your Xero Practice Manager.
Stop the Syncing
When you are ready to import your documents you should stop the syncing process at that point. Note that you can set up the structure in readiness before stopping the syncing.
You stop the Syncing by clicking Stop on the Syncing screen (refer to Document Migration for Windows Explorer).
Once you have stopped the FYI Migrate application, we recommend leaving it installed until the import process is complete and you are comfortable everything has synced correctly.
Set up the structure for the Import
- From FYI, click Settings in the top right-hand corner.
- Select Practice Settings and then select Documents.
- Go to the Import/Export tab.
To map your filing structure.
- On the Import/Export tab, click the cog icon on the right-hand side to edit the mapping settings.
- In the Import tab of the settings, from the Available List in the left-hand pane, select and drag the relevant metadata to the Structure List in the right-hand pane. What you add to the Structure List represents the structure of the Windows Explorer folders from which you migrated the documents.
- Then drag the selections in the Structure List up and down to order the fields, so they match your filing structure.
Note It is very important that the order of the Structure List matches the structure of the Windows Explorer.
In the example of the Structure List below, the folder at the top of the hierarchy is the Client Code, then Cabinet, then Year and then Work Type (the names are prefixed by "Category n -" to separate them from other options which are not categories). The example Structure List below would relate to a Windows Folder structure such the following:
Clients (top level as specified in the FYI Migrate application)
ABC1234 ABC P/L
Document 1 here
Document 2 here
Document 3 here
Document 4 here
Document 5 here
Document 6 here
Document 7 here
Document 8 here
- Click Save to save the Import Structure List.
Refer also to Implementors: Running a Bulk Import.
Run the Import
When you are ready to run the import:
- On the Import/Export tab, click the Run button on the right-hand side.
The New Import/Export pop-up displays,
- For Source, select "FYI Direct (Enterprise Direct)".
- For Mode, select Import.
- Select Create missing category options.
Refer also to Implementors: Running a Bulk Import.
If required, before running the import, you can set the Mode as "Validate Import" to check the setup of the structure, etc. This will display the result of the validation on the Import/Export tab.
Create unmatched clients
You can also select Create unmatched clients.
- If Create unmatched clients is disabled (and shows with the green tick), when importing your client folders, if the client folder (name or code) does not match to a Xero Practice Manager (XPM) client, neither the client nor any of its documents will be imported. This can help to avoid importing years of old client data that is no longer needed. However, there is a risk involved in excluding these, as we cannot provide a list showing which folders were excluded, so we recommend that you keep this enabled (leave the option unticked).
- If Create unmatched clients is enabled (without the green tick), when importing your client folders, if the client folder (name or code) does not match to an XPM client, FYI will create an 'unmatched client' to store these documents. The name of the unmatched client will reflect the folder name. Following the import you can either delete unmatched clients using Resolve Clients (see below) or you can match the client with a client in XPM using Resolve Clients (this makes resolving slight misspellings easy i.e. Bob's Burgers Pty Ltd verse Bob's Burger Pty Limited). Refer to Resolving Unmatched Clients.
Start the Import
On the New Import/Export pop-up, click Create to start the Import.
Note: The import time will vary depending on data and internet speeds, below are some approximate timeframes:
- 0-100gb - Between 1 and 3 hours
- 100-250gb - Between 2 and 5 hours
- 250-500gb - Between 4 and 8 hours
For very large data imports, it may take up to 24 hours to complete.
If you need to cancel, 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.
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 Pre FYI cabinet (assuming this this was the cabinet used during the import).
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 (that is, 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
- Nothing has imported
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)
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.
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.
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".
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.