This article provides information on FYI's Live Import of documents during the Migration process. It details what is created, what is matched, information on unmatched clients and refiling documents. For information on administering the Live Import, refer to Implementors: Administering Live Import.
The Live Import technology brings documents directly into FYI when a sync is run through the FYI Migrate App (refer to Using the FYI Migrate App to Sync your Data).
Wherever possible, Clients, Cabinets, and Categories are created in FYI as the data is imported. As well as making it easy to change any filing that is needed, this also allows the documents to be accessed directly in the FYI app as they are uploaded. It provides visibility of the documents being uploaded and also allows refiling of documents, and resolving of clients, to be done while the Live Import is ongoing.
The Live Import runs in the same way for all types of historical systems (database or folder systems) with a few exceptions as noted below. For additional information refer to Implementors: Live Import FAQs.
Certain file types are excluded. For details of the standard files that are excluded, refer to What data is migrated into FYI?
Cabinets and Categories created for Folder Based Source systems
For Windows Explorer, HowNow, HandiSoft and all systems other than database systems, the folder names are included in the documents that are exported and migrated to FYI. The folder names are also used to create the Cabinets, the Categories and the options within the Categories in FYI.
Cabinets are Created for the Head Level Folder
For each head level folder, the Live Import creates a Cabinet using the folder name prefixed by "Pre FYI -" (for example, "Pre FYI - Clients", "Pre FYI - Admin", "Pre FYI - HR").
Categories are Created for each level of the folders
Within these Cabinets, Categories are created for each level of the folder structure. The Category is prefixed with the head level folder and with a name relates to the level of the folder hierarchy(for example, "Clients - Level 1", "Clients - Level 2", "Clients - Level 3", etc).
For each head folder you select to migrate, you will see the following Cabinets and Categories generated as follows:
|Folder Name >>
|Auto-Generated Cabinet >>||Pre FYI - Clients||Pre FYI - Admin||Pre FYI - HR|
Auto-Generated Categories (folder names are generated as Category options) >>
Clients - Level 1
|Admin - Level 1||HR - Level 1|
|Clients - Level 2||Admin - Level 2||HR - Level 2|
|Clients - Level 3||Admin - Level 3||HR - Level 3|
|Clients - Level 4||Admin - Level 4||HR - Level 4|
|...and so on||...and so on||...and so on|
The folder names themselves are added as options to the generated Categories. For example, for a folder structure as follows:
In the generated Cabinet Pre FYI - Clients, the Live Import will create the following Categories and options:
- Clients - Level 1 (with Category options "2019" and "FY 2020")
- Clients - Level 2 (with the Category options "ABC Pty Ltd", "FM1234 Frank Marshall" and "Frank Marsall")
- Client - Level 3 (with the Category options "Tax Returns", "Workpapers", "Financial Planning", "Tax", "Workpapers")
- Client - Level 4 (with the Category option "File Notes")
Matching on Year
The Import automatically matches documents to a category Year. In FYI, this is a four digit number between 1999 and 2030.
When the Year is in the the format "20XX" this will match. For example,
- 2019 will match to 2019, 2020 will match to 2020.
When the Year is in other formats, FYI will automatically assign the Year category where possible. For example,
- FY20 will match to 2020
- FY1999-FY2020 will match to 2020
- FY1999-FY2020 will match to 2020
- FY1999-FY20 will match to 2020
- FY2020 will match to 2020
- 1999-2020 will match to 2020
- 20 will match to 2020
- Where the Year includes a 'dash' after "FY", FYI will assign the Year, for example, FY-2020 will match to 2020
- Permanent will match to Permanent (this is not case sensitive, so variants in the folder name such as “PEREMANENT” or “permanent” will match to the category “Permanent” in FYI
If the name in the Year folder structure is anything other than this (for example, "Financial Year xxxx", "FY xxxx", “FY20”, “2019-20”, "Sep 2020") it will not match automatically, and can be resolved during the refiling process.
When a Year is matched, the import removes that data from the import level category. In the example folder structure, the Live Import will match documents in the folder "2019" to the FYI category Year "2019" and in these documents, the Clients - Level 1 will be blank.
The documents in the example folder "FY 2020" will not match to the Year and these documents will have value "FY 2020" in the category Clients - Level 1. These document and will need to be refiled to the FYI category Year "2020".
Matching Clients and Creating Unmatched Clients
For any historical system (both database and folder):
Using either the Client Name or the Client Code, the import will try to match clients to the clients that have already been imported to FYI from your Xero Practice Manager.
For Database systems (such as MYOB and Virtual Cabinet):
If the Live Import is unable to find a match, the import creates unmatched clients. These can then be resolved. Refer below to Resolving Unmatched Clients (Database Systems).
Folder systems (such as Windows Explorer, HowNow, HandiSoft, etc):
It is likely you have a level in the folder structure for the Client Name or Client Code that groups documents by the Client. The Live Import will try to match the Client Name (First, Last and Middle Name), Client Code or Export Code at the first level and will continue to move down a level at a time until it finds a match to the clients that have already been imported to FYI from your Xero Practice Manager.
The Live Import will match the following from the folder names:
- Client Name (First, Last and Middle Name)
- Client Code
- Export Code
- Client Code and Client Name separated with a hyphen (-)
For this, the Live Import looks to the left of the hyphen to find a match, assuming assuming the code in the folder name is the Export Code or Client Code for the client.
- Client Name and Client Code separated with a hyphen (-)
In the same way, the Live Import looks to the left of the hyphen to find a match on the Client Name if there is a hyphen as a separator followed by other text such as the Client Code.
Note: When it finds a match, as the Client is held as part of the filing details for each document in FYI, and the value in the category level is no longer needed and will therefore be blank.
Note: A check is also made of the next level in the folder structure being matched. This ensures that the matching is done at the Client Name level when the Group Name is the same as the Client Name.
The following is an example folder structure with a mix of Client names and Client Codes showing two clients that exist as Xero Practice Manager Clients: ABC Pty Ltd and Frank Marshall whose Client Code is FM1234.
For ABC Pty Ltd
The Client Name matches the folder name "ABC Pty Ltd". In the documents, the category Clients - Level 2 will be blank.
For Frank Marshall
The documents in the folders "Frank Marshall", "FM1234" and "FM1234-Frank Marshall" are matched to the client.
The documents in the folder "FM1234 Frank Marshall" will not match because the folder name holds both the Client Name and the Client Code, without the hyphen separator. The documents for this folder will have "FM1234 Frank Marshall" as the value in the category Clients - Level 2. They can then be refiled to the client Frank Marshall.
The documents in the folder "Frank Marsall" will not match due to the typo in the Client Name. The documents for this folder will have "Frank Marsall" as the value in the category Clients - Level 2 and will need to be refiled to the client Frank Marshall.
Creating Unmatched Clients
For folder based systems, if the import is unable to find a match, the import does not create unmatched Clients. Therefore where there is no match, no Client is assigned. There is an additional step to create these unmatched clients in FYI as archived clients. Refer below to Creating and Resolving Unmatched Clients (Folder Based Systems).
Live import does not match on jobs. In certain circumstances, this can be done during or after the import using the Refile Advanced function by selecting the Category in which the Jobs are held. Refer below to Refiling.
Resolving Unmatched Clients (Database Systems)
For Database systems (such as MYOB and Virtual Cabinet) any unmatched Clients can be 'merged' or 'resolved' using the Resolve Clients button on the Clients list. This allows you to identify unmatched clients and merge or match them with active clients. Refer to Resolving Unmatched Clients.
Note: This can be done while the Live Import is ongoing BUT if a new document is imported, it will be assigned to the unmatched client.
You can also use the Unmatched Client Import. Refer to Unmatched Client Import.
Displaying the Status and Source in the Clients List
You can use the Status column in the Clients list to filter on "Unmatched" client as well as "Archived" clients. You can also use the Clients Bulk Update to set "Unmatched" clients as "Archived". Refer to Bulk Update Unmatched Clients as Archived in Clients Bulk Update.
You can also include the Source column to display and filter on the source of the client. This shows as XPM, Legacy, Practice Sync or FYI. For example, where the client has been created or synced with Xero Practice Manager, the Source shows as “XPM”. Refer to Adding/Removing/Moving Columns in a List.
Creating and Resolving Unmatched Clients (Folder Based Systems)
For folder based systems (such as Windows Explorer, HowNow, HandiSoft, etc) no unmatched clients are created during the Live Import, therefore they cannot be directly resolved. Any folders that have not matched can be converted to unmatched clients using the tool in the Refile function, then matched to the Client using the Resolve Clients function.
Step 1 Use the Refile function to create the unmatched clients
- From FYI, click Settings in the top right-hand corner.
- Select Practice Settings and then select Documents.
- Go to the Refile tab.
- Select each Cabinet in turn to check for any unmatched clients. After migration, these would commonly be the Cabinets auto-generated from the head level folders prefixed with "Pre FYI -"
A message displays with the number of unmatched clients.
- Click the here link.
- Select the folder level at which the Clients are held.
- Click OK.
Note: This can be done while the Live Import is ongoing. If a new document comes in from the same folder tree, it will automatically be assigned correctly to the unmatched client (the Live Import does not only match actual clients, it also matches folders with unmatched clients).
Step 2 Resolve the Unmatched clients
Use the Resolve Clients button on the Clients list to identify unmatched clients and merge or match unmatched clients with active clients. Refer to Resolving Unmatched Clients.
Note: This can be done while the Live Import is ongoing.
If a document is uploaded that is a new version of an existing document, it will remember the resolved client allocation, as it will simply create a new version on top of the original inside FYI.
However, if the document uploaded is a completely new document, it will not remember the resolved matching, and the document will be assigned to the unmatched client.
Created and Modified Dates on Documents
Database imports: FYI imports both the created and modified dates on all documents.
Folder imports: FYI imports only the modified dates on all documents. The created date will be based on the date of import.
After migrating the documents from a folder based system, you can use the Refile Advanced function to refile the documents in FYI.
You can perform the refiling while the Live Import is ongoing, but note the following as this may impact whether doing this while the Live Import is ongoing will only cover most, but not all documents.
- If a document is refiled and a new version is then imported. the new version goes to the refiled location.
- Once a file is moved with the Refiling, the only way to revert is to run subsequent refiles.
- If you run all of your refiles in advance, there may be new documents that are uploaded subsequently that you need to refile prior to Go Live.
Editing and Versioning
Note: FYI does not import the version history from the previous system, it will upload only the latest version of each document. However, if a document is edited in the legacy system after the sync begins, then Live Import will upload this new version over the top in FYI.
For MYOB, Windows Explorer and other historic systems - except Virtual Cabinet:
- For a standard document that is uploaded, and then edited in the historic system, FYI imports a new version.
- If a document is uploaded to FYI, edited in FYI and then subsequently edited in the legacy system and re-uploaded, FYI will create a new version of the document and upload it over the top.
The version history since the import began is maintained, that is, the original version that was uploaded, the FYI edit, and the final version from the historic system.
For Virtual Cabinet:
- For Virtual Cabinet, because of the way documents are recorded, there would be a separate document uploaded, not a new version.
- By default standard users have access to all Cabinets, including the Cabinets created by the Live Import. If there are confidential documents being uploaded, ensure the User Groups are updated to exclude or include users as required. Refer to Managing User Groups and Managing Users.
- If a User Group does not have "All" Cabinet access enabled, then by default, they will not have access to the Cabinets created by the Live Import.