This article gives details, explanations and samples of the files used to integrate with Generic Practice Management Software using the FYI CSV importer.
For information about how to set up the integration with Generic Practice Management Software, refer to Integration with Generic Practice Management Software.
A sample of each of the .csv files used in the import can be downloaded from the bottom of this article.
Important Notes:
Do not change the names of the columns. If required you can change position of the columns but the column names must be exactly as they are shown in the sample files.
Apart from Keywords, you can include commas in the values in a column. Only single values will taken for each column, except for Keywords where the comma is used to differentiate where more than one Keyword is being imported.
Sending All or Only Updated Information
The .csv files can include all the Clients, Contacts, Users and Jobs every time you send them, or you can send only new and updated information. Any duplicate or unchanged information is detected and not updated in FYI.
This article contains the following sections:
- Clients
- Client Custom Fields
- Unmatched Clients
- Contacts
- Contacts Phone
- Staff
- Jobs
- Documents
- File Notes
- Sample Files
Clients
The FYI CSV Importer imports Client data.
If the record in the .csv file does not have a ClientCode, then the Client_ID is used.
Clients are imported with the Source set as “Practice Sync” and with the Status set as "Active".
Client Custom Field details are imported via a separate file (refer below to Client Custom Fields).
Filename must be: clients.csv
Client Custom Fields
The FYI CSV Importer imports the Custom Fields for clients via a separate import file.
As well as the value that is set for Custom Field for the client, the import file also needs to hold the Type of Custom Field. These are entered as follows:
| Type | Supported Values and Notes |
| Checkbox or can be entered as Flag |
Yes or No |
| Date |
Supported format is: |
| Decimal | The value is not validated |
| Drop-down | Drop-down option. If the option is not already present for the Custom Field, it is created. |
| Number | The value is not validated |
| Text | Simple text |
| URL | The value is not validated that is it an actual URL |
| User | The value must match exactly to an existing user in FYI |
If the .csv contains ClientCode, the import will use this.
If the .csv does not contain ClientCode, the ClientName is used.
The Custom Field Name and Type are case sensitive. If a Custom Field is entered in a different case for the Name or Type, this will create a new Custom Field with type set as "Text".
If the same Custom Field is specified more than once in the same import file, the later row will overwrite the value of the previous one.
Custom Field values that are the same as those already set in FYI are not updated.
The updated Custom Field will sync back to Xero Practice Manager.
Filename can be: custom_field, custom field or customfield with any suffix and ending in .csv (case insensitive). For example, ‘Custom Fields 2021.csv’ is a valid filename.
Unmatched Clients
The FYI CSV Importer can be used to import "Unmatched Clients". This can be used to merge unmatched clients to the relevant active client. The unmatched clients are matched to the relevant active client using the Client Name or if this is not provided on the Client Code. If you want the unmatched clients to also be automatically archived, enter the name you want the archived client to be rename to.
If the Client Code does not exist, the value in the column "Client Code Match" should be left empty.
For more details of importing Unmatched Clients, refer also to Unmatched Client Import. The Unmatched Client Import process uses an Excel spreadsheet as the import template. This spreadsheet can be requested from your Onboarding Consultant.
Filename must be: unmatched.csv
Contacts
The FYI CSV Importer imports details of the Client Contacts. It imports the Contact Name, Email and Phone Number.
Contacts are matched to the Client using the ClientCode in the contacts.csv file.
The following fields cannot be synced to FYI using the Generic Practice Management sync.
- Contact Addressee
- Contact Mobile
- Contact Position
Filename must be: contacts.csv
Contacts Phone
As per the MYOB database, the ContactName column is designed to accept multiple phone numbers and email addresses for the Contact.
The ContactID is matched to the client using the ClientCode in the contacts phone.csv file.
Filename must be: contacts phone.csv
Staff
Users' data is imported with the users' Name, Phone, Email, Active status (Yes or No) and Role.
Filename must be: staff.csv
Jobs
Jobs are imported with the Job Number, Name, Client, Budget, Start Date, Due Date, Category and Job State.
The format of the Start Date and Due Date can be dd/mm/yyyy (for example, 30/09/2022) or dd/mm/yyyy hh:mm:ss AM/PM (for example, 30/09/202212:00:00 AM)
The .csv will use 'Client' as the column when looking for the Client Name.
Filename must be: jobs.csv
Documents
Generic document import will allow imports of additional meta data. Currently, the FYI CSV importer can be used to add Keyword(s) using the document Reference number in the import file.
Keywords can be more than one word (for example, Tax 2022).
Multiple Keywords can be added by separating them with a comma in the Keywords column (for example, "Tax 2022, CGT")
If you add the same Reference more than once (in the same or subsequent import) the import will overwrite the existing Keyword(s).
Filename must be: documents.csv
File Notes
A File Note is created in FYI for any rows in the documents.csv file where:
- There is a value in the Reference column
- The Reference does not match an existing document
- The value in the Type is "Note" or "File Note"
The File Note is created with the unique Reference Number. The File Note can optionally be assigned to a Cabinet by specifying the ‘CabinetName’ field . The Reference number can be any random sequence number and there is no need to follow format used for FYI Reference Numbers.
If the Reference number does match an existing document, only the Keyword(s) will be updated.
Keywords can be more than one word (for example, Tax 2022).
Multiple Keywords can be added by separating them with a comma in the Keywords column (for example, Tax 2022, CGT)
The format of the dates used for the CreatedOn and ModifiedOn fields need to be in one of the following formats:
YYYY-MM-DD
YYYY-MM-DD HH:mm
YYYY-MM-DD HH:mm:ss
Filename must be: documents.csv
Note: To distinguish this, the sample file attached below has the name documents - File Note Importer.csv
Download Sample Files