Prework for New Users

To get your team up and running quickly, it’s important to get hands-on prior to going live with FYI. 'Prework for New Users' enables you to do this with sample clients, therefore maintaining the integrity of your client data.

What is it: Prework is triggered via an automation and consists of a series of tasks for each user to complete in your FYI platform. Emails, documents, jobs and tasks will automatically populate for each user using a sample client, who is one of our favourite superheroes!

Timing: Allow 30 minutes per user.

When to complete: For new practices, we recommend getting your team to complete this course in the week leading up to going live with FYI. For existing practices, complete after your new user is synced to FYI, during your employee onboarding process. 

Pre-requisites: It is important that the New User Learn courses are completed prior to commencing 'Prework for New Users'. Why? Prework encourages users to self-navigate and they will need to understand the fundamentals of FYI to complete this effectively.

Steps to Get Started

Your Onboarding Consultant will assist you with getting your Prework automation setup:

Step 1: Enable Sample Content

Confirm that Sample clients are enabled.

Go to Practice Settings - General and enable the Sample Content setting. This creates a set of sample clients and enables a sample Cabinet for documents, tasks and jobs to be filed to.

Step 2: Locate the Prework for new users - trigger automation

From the Automations Dashboard, locate the 'Prework for new users - trigger' automation and click on the cog to edit the automation.

This pre-populates sample Templates in your Knowledge Workspace. It also creates the "Prework for new users - exercises" Automation.

Important Note: you do not need to edit or run the exercises automation as this will happen automatically.

Step 3: Activate the 'Prework for new users - trigger' automation

➡️Steps to run as Scheduled (recommended approach)

The automation runs based on a set schedule and filter, without any input along the way.

1. The Trigger determines when and how often the process runs. Set the Trigger to Schedule and enter a start and end date along with how often the process runs.
   
   We recommend the schedule to be set to run every 4 hours until 1 week after go-live, to give newly activated employees the opportunity to complete the scenarios.
   
   
2. Update the Filter View to Active Employees. The Filter Type is set to Employees. For Pro practices, this is read only and has been created specifically for Prework.
   
   
3. In the Filter Items, ensure the Run Only Once Per Employee setting is toggled ON.
   
   
4. Set the Owner of the process. If the Process fails, a notification will be sent to this user.
   
   
5. Set the Sender of Step 2 in the Process.
   Step 2 Creates and sends an email to all active employees to get hands-on with the Prework exercises. Use Merge Fields or select the relevant user to be the sender of the email.
   
   
6. Set the Status to Active. The Schedule has been configured so that the automation will check for additional Employees who meet the filter condition, and is automatically triggered. To change the frequency, click the Edit icon for the trigger field.
   
   

➡️Steps to run as Manual

1. Update the Trigger to Manual.
2. Review the Filter. The automation is set up to run for Active Employees.
3. Set the Status to Active.
4. Click Run. The automation runs for Employees who meet the filter condition. Note: the Automation will only run once per employee.
   Tip: To run the automation for yourself first, or for one user, click Test. It will make it easier to assist other users if you have completed the prework first.

What happens when the trigger automation is run

• Each user will receive an email with the subject ‘FYI: Get hands-on before going live!’ with instructions to how to get started.
• A Job will be created for each user, with the Name {User Name} Prework for new users
• A set of sample documents will be created for client Luke Skywalker, filed to the users specific Job and the Sample cabinet.
• Task #1 will be created for each user to begin. Once this task is set to Complete, Tasks #2-8 will populate to continue. 
• Once the status of Task #8 is set to Complete; the Job State is automatically set as Completed and Prework is finalised and marked complete for the user.

Once the trigger automation has been activated, both Prework automations will display in your Automations dashboard.

1. To run Prework again, ensure that Sample Content is enabled.
2. Locate the Prework for new users - trigger process and click the cog, then:
   • Click ‘Test’ to run the automation for one user, or
   • Set the status to Active and Run the automation. This will trigger the automation for all users at the same time, including yourself.

Cleaning up Sample Content for Prework

Complete this step once all users have finished the 'Prework for new users' exercises and you wish to remove all sample content.

1. Go to Practice Settings - General - Sample Content.
2. Disable Sample Clients and Cabinet.
   The Clients and Documents will be archived, and Jobs and Tasks will be set to complete.
3. Go to the Knowledge workspace and update the status of all Sample Templates to Archive.

Refer to Managing Sample Content.

FAQs - Prework

• Why didn't my team receive the "Get hands-on before going live!' email sent as part of the automation?
• How do I run Prework again?
• How do I run Prework for an individual user?
• Do I need to run the Prework for new users - exercises process?
• Why am I receiving a "Specified sender unavailable" error for the sample emails?

Why didn't my team receive the "Get hands-on before going live!' email sent as part of the automation?

There are a couple of things to check if this occurs.

Check if there was an error in the automation

1. Locate the Prework for new users - trigger automation from the Automation Dashboard and click the cog to open the automation.
   
2. Select the History tab and select the automation from the list. The Process Activity displays a checklist of each step in the process.
   Once the automation has been run and Prework is in progress by users, the Process Activity should display a green tick alongside the Create Email step.
   
3. If the Process Activity displays an error, please contact the FYI Support Team by clicking on the Support Request icon and send a Loom video or picture of your screen to the FYI Support Team.
   

Check if the emails are sitting as Draft in FYI and send the emails

1. Go to the Documents menu and in the Search Documents field, type FYI
2. When an email has been created as Draft in FYI, it shows in the lists with a blue Draft icon in the far right column in the Documents list.
   
3. Select the Draft in FYI email in the list and click Send.

How do I run Prework again?

1. To run Prework for all users again, firstly ensure that Sample Content is enabled.
2. Then click the cog in Prework for new users - trigger automation:
3. Click the Open Filter icon.
   
4. Review the Trigger. If the Trigger is set to "Schedule", update the Start and End dates and how often the automation will run, such as every 4 hours.
   If the Trigger is set to "Manual", you will need to click Run to initiate the automation.
5. Review the Filter. The automation is set up to run for all Active Employees.
   Note: If the Automation has previously been run for the Employees, disable the Run Only Once Per Employee setting.
   
   
6. Click Save.
7. Set the Status to Active.

How do I run Prework for an individual user?

1. To run Prework for an individual user, first ensure that Sample Content is enabled.
2. Then click the cog in Prework for new users - trigger automation:
3. Click ‘Test’ and search for the Employee Name.
   Note: If the Automation has previously been run for this Employee, enable the Ignore Process Filter setting.
   
4. Select the Employee and click Run Test.

Do I need to run the Prework for new users - exercises process?

The simple answer is No. This process runs automatically in the background and is controlled by the "trigger" process. 

The trigger process contains an Execute Process at Step #3. This means once the process reaches this step, it automatically executes the exercises process until it is completed, and then returns to the trigger process.

Why am I receiving a "Specified sender unavailable" error for the sample emails?

If the sample documents have been created for the client Luke Skywalker, and the emails are set to Draft, it typically means that the exercises process has been run, rather than the trigger process.

You can confirm this is the case if there are no jobs created for your client Luke Skywalker. There should be a job for each team member you have run the process for.

Next step - locate and run the Prework for new users - trigger process. This runs against Employees and creates a job and a set of sample documents for each team member.