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How can we update a user that was manually added in FYI to the Xero Practice Manager User?

Jann DiPaolo
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Issue
We have a user how has been manually added in FYI and who is also set up in Xero Practice Manager under a different email address. How can we update this?

In summary:

  • A user has been manually added to FYI
    • The user has been added with the Microsoft 365 Account for login purposes to FYI.
    • The user is active.
  • A user in Xero Practice Manager is also in FYI but is under a different email address, for example, an email alias.
    • The user can access this email alias to receive emails.

Solution
Follow these steps to update the user from the manually added user in FYI to the Xero Practice Manager user;

  1. In FYI, activate the Xero Practice Manager user if not already active.
  2. Ensure that the name of the Xero Practice Manager staff member is unique compared to the manually added user's name in FYI.
  3. If the name is not unique:
    Update the name in Xero Practice Manager so it is unique. This is to identify the correct user when moving Tasks in the step below.
    In FYI, run a manual sync of Xero Practice Manager Staff and ensure the user has been updated to the unique name.
    Refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.
  4. In FYI in the Tasks list, filter for all Open tasks with the Assignee as the user you are wanting to make inactive.
    Use Bulk Update to change the Assignee of these Tasks to the user you want to be active.
  5. Ensure the manually added user in FYI is logged out of FYI.
  6. In FYI, mark the manually added user in FYI as "Inactive".
  7. Sign into FYI using the Microsoft Account of the manually added user in FYI.
  8. When prompted "No active user", use the Magic Link to assign the email alias. Refer to Logging into FYI with an Email Alias set up using Magic Link.
  9. In Xero Practice Manager, update the name of the name to show as you require.
  10. In FYI, run a manual sync of Xero Practice Manager Staff.
    Refer to Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

The user is now associated with the correct Xero Practice Manager user, has the open Tasks assigned to them and has an email alias for Email AutoFile.

 

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