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Importing Custom Processes

Jann DiPaolo
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The Automation Process Import allows FYI Custom Processes to be imported from the FYI Help Centre to your practice. These Processes have been created by the FYI team.

As well as the Process, any Templates that are used in the Process are also imported.

All Processes and any Templates that are imported are automatically set as "Draft". The Process and any Templates from the Import are created with the prefix "FYI:" so they can be identified.

Single and multiple Processes can also be imported by dragging and dropping the import files on to the Automation - Processes on the List View. Refer to Importing Custom Processes using Drag and Drop.

Custom Processes, and their associated document and email templates, can be exported out of FYI. Refer to Exporting Automation Processes.

Important Notes:

  • Import must be run by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations, Views and Templates.
  • Only import an Automation Process once.
    If you import the same Process more than once this will create a new Automation Process with the same name and new Templates with the same name. It will not override any existing Processes or Templates and will not create them as new versions.

This article contains the following sections:

Saving the Import File Locally

Import file(s) will be made available to you as .zip files. The files should be saved locally, for example, in your Windows Explorer Downloads folder.

  • You do not need to extract the files.
  • Do not make any changes to the Import files.

Importing an Automation Process

  1. Go to the Automation - Processes tab, either the Grid View or the List View.
  2. Click Import.
    The Import Automation wizard displays.

    1906_Import_Process_Select_File.gif
  3. Click Select.
  4. Choose the file to import.

    The Configure and Review sections on the Import Automation wizard expands.

Configure and Review in the Import Automation

This Import Automation displays the Automation Name and the Details of the Process.

1907_Import_Process_Configure.gif

Configure

The details that display in the Configure section of the Import Automation depend on the Custom Process that is being imported.

Configure Filter
The Configure - Filter section displays the Filter the Process is based on. The example above is a Process that is filtered on a Client View Filter.

  • Where the Filter is a View, this displays the View name, providing that view already exists.
    You can select a different view, if relevant.

  • If the view does not already exist, this displays as "No view selected"
    You can select an existing view.
    or
    Cancel the Import, add the view in FYI then restart the import.

    Note: If the Process relies on a view that has any specific columns included, any filters applied or any search criteria, ensure the view is set up as relevant.

Configure - Job States
The Configure - Job States section displays the Job States the Process is using. You need to map your existing Job States against each State displayed.

If the appropriate States do not exist in your FYI, cancel the import. Then set up the required Job States before restarting the import.

The following example is a Process that is filtered on a Job View Filter and that uses Job States which need to be mapped to your existing Job States.
1977_Process_Import_Job_States_mapping.gif

Configure - Job Custom Fields
The Configure - Job Custom Fields section displays the Job Custom Fields the Process is using. You need to map your existing Job Custom Fields against each one that is displayed.

If the appropriate custom fields do not exist in your FYI, cancel the import. Then set up the required Job Custom Fields before restarting the import.

1978_Process_Import_Job_Custom_Fields_mapping.gif

Configure - Client Custom Fields
The Configure - Client Custom Fields section displays the Client Custom Fields the Process is using. In the same way as Job Custom Fields above, map your existing Client Custom Fields against each one that is used in the process.

If the appropriate fields do not exist in your FYI, you can cancel the import and set up the required Client Custom Fields before restarting the import.

Review

Review - Templates
The Review - Templates section displays the Templates that are used in the Process and that will be imported.

Note: If any of the Templates that are included in the Process already exist with the same name for your practice, these will not be overwritten. All Templates from the Import are created with prefix "FYI:" with the same name.

Review - Processes
The Review - Processes section displays any secondary Processes that are used in the Process that will be imported. The Filter this secondary Process is based on will display.

  • Where the Filter is a View, this displays the View name, providing that view already exists.
    You can select a different view, if relevant.

  • If the view does not already exist, this displays as "No view selected"
    You can select an existing view.
    or
    Cancel the Import, add the view in FYI then restart the import.

    Note: If the Process relies on a view that has any specific columns included, any filters applied or any search criteria, ensure the view is set up as relevant.

1979_Process_Import_Review.gif

Running the Import

  1. Click Import
    The imported draft Automation Process opens.

    Note:     All the Processes and Templates that are imported are prefixed with ‘FYI:’ so you can identify what has been imported.

Review the Templates that have been Imported

  • Review and edit any Templates that have been imported.
  • Rename the Templates to remove to the "FYI:" prefix in the Template Name.
  • Change the Status of the Templates to "Active".
  • If you do not want to use the imported Templates, you should archive them and you will need to change the Templates that are selected in the Process Steps.

Review the Process that has been Imported

Review the details of the Process that has been imported, for example, if this is Scheduled or run Manually and the user who is assigned as the Owner.

  • Rename the Processes to remove to the "FYI:" prefix in the Name.
  • The Owner of the Process is set as the user who ran the Import.

Review all the Process Steps

Review all the Process Steps and update any details.

  • Any Templates you have renamed (for example, to remove the "FYI:" prefix) are automatically updated in the Process.
  • Change the selected Templates if you do not want to use the imported Templates
  • All documents are created with AutoFile enabled. If you do not want to use AutoFile, ensure you add the Filing details you want to apply to each step.
  • In the Workflow section, the Owner is set as the user who ran the Import.
  • If a Workflow Status was set, or if an Owner or Approver is set as "Partner" or "Manager", these settings are retained in the imported Process.
  • Check if you need to add Stationery to any Word documents that are created by the Process.
  • Review all Tasks to ensure the Assignee and Due Date are appropriate for your practice.

Test the Imported Process

It is very important to test an imported Process to ensure it is working as expected. Refer to Testing Custom Processes.

Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

 

 

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