Practice Sync Integration with IRIS (United Kingdom only)

The FYI Practice Sync app allows you to connect and manage the synchronisation between FYI and IRIS.

This integration is available to FYI users in the United Kingdom.

For more information on IRIS visit https://www.irisglobal.com/products/accounting-practice-management

Notes: Practices can only be connected to one Practice Management system in FYI. Xero Tax cannot be connected when using Practice Sync.

Enable the Practice Sync IRIS Integration

Step 1 - Download the Practice Sync App

1. In FYI, click the Automation menu option.
    
2. Click the Apps tab.
    
3. Locate the Practice Sync IRIS app and click the Settings cog icon.
   
4. Click Download Sync App; the file will download, and the options will be displayed in the browser
    
5. A message will be displayed to prompt you to select IRIS as your Practice Management Source Solution. Click the link and continue with Step 2 below.

Step 2 - Select your Preferred Practice Management Sync Source

Once you have prompted the download of the Practice Sync app, you will need to select IRIS as your preferred Practice Management Sync Source so that FYI can synchronise your data.

1. In FYI, click the Automation menu option.
    
2. Click the Apps tab.
    
3. Locate the Practice Management Sync app tile and click the Settings cog icon.
   
4. In the Practice Manager drop-down, select IRIS.
   
5. Click Save

Follow the instructions below to install the FYI Sync Desktop App, and return to the Practice Sync IRIS app to configure the settings. 

Step 3 - Install the FYI Sync Desktop App

The FYI Practice Sync desktop app is installed locally on your server/computer and used to integrate IRIS with FYI. An FYI Admin account is required as part of this process.

For detailed instructions refer to the article Installing the FYI Practice Sync desktop app. 

Once installed and connected, return to this article to configure the remaining settings for the IRIS integration.

Step 4 - Configure the Job States

New Job States created by the integration will be configured to have the Hide from Board setting enabled by default. This means for practices using the Jobs Board, any jobs using the new Job States will not be displayed.

Once the initial synchronisation has been completed, users should review the Job States list to update the Hide from Board setting as required. Refer to Managing Job States.

Configuring the IRIS Sync Settings

Within FYI, you can manage your synchronisation settings for IRIS to suit your business requirements.

Note: To control whether new users are created in FYI as Active or Inactive by default when synchronised from IRIS, refer to Managing Practice Settings.

Field Sync Options

The Practice Sync options give you the ability to control which fields are synchronised - Clients, Custom Fields, Jobs, and Users. Refer to Synchronising Clients, Jobs and Users with IRIS (United Kingdom only).

By default, all options will be toggled off.

To enable the synchronisation of data, click the option to change the toggle to On. To disable an option, click the toggle to switch the option off. Data that was previously synchronised will not be removed.

Note: If you choose not enable "Jobs", and instead manage jobs directly in FYI, you will be able to create Job States in FYI. Refer to Adding a New Job State in Managing Job States. Should you later decide to enable "Jobs", you will not be able to create Job States, and the Job State from IRIS would be applied during the next synchronisation.

Change Synchronisation Frequency

By default, the synchronisation frequency is set to 15 minutes. This can be adjusted by clicking the drop-down and selecting one of the options up to 120 minutes (2 hours).  Note, the sync frequency refers to the time interval between the completion of a full sync process for all data and the start of the next sync. For example, if the last sync was for Contacts, there will be a 15 minute wait before the next full sync starts.

Archived Client Code Prefix

To ensure clients are correctly matched and archived during synchronisation with IRIS, enter the matching prefix code. Clients that contain this matching prefix in their code will be marked as archived in FYI.

Flush Cache

Click the "Flush Cache" button. A message will display where you can configure the items that you wish to remove from the cache. Items set to ON will be completely removed from the cache, and items set to OFF will have sha values removed. Once confirmed, click "Flush" and items will be resynced.

View Synchronisation History

The Practice Sync IRIS app settings in FYI display the date the app was connected and the date of the last synchronisation.

Updates will be added to the Practice Activity log when sync options are toggled on/off, an error is recorded, or when a sync has been completed, e.g. Clients: 34 Synced. Refer to the Practice Activity article for more information.

Click the line in Practice Activity to view detailed information in the drawer.

To receive a notification when there has been an update with a status of "Action Required" or "Failure", FYI offers a Practice Activity Alert custom automation process. Refer to Practice Activity Alert for step-by-step instructions.

Disconnecting the Practice Sync IRIS Integration

For practices transitioning from Practice Sync to FYI Practice Management solution or who no longer need to be integrated with Practice Sync have the ability to Disconnect the Practice Sync integration.

Once this process is complete, any changes made in your practice management solution will no longer sync to FYI.

1. In FYI, click the Automation menu option.
    
2. Click the Apps tab.
    
3. Locate the Practice Sync IRIS app and click the Settings cog icon.
   
4. Your Practice Sync Settings will display.
   

5. Click the Disconnect button.

   Note: Once you proceed, any changes made in your practice management solution will no longer sync to FYI.

6. The Disconnect FYI Sync window displays to confirm you wish to continue with disconnecting your Practice Sync integration. Click Continue to disconnect the Practice Sync integration.
   Or Cancel to return to the App.
   
7.  The Practice Sync disconnected window will display, confirming that the Practice Sync has stopped.
   
8. Clicking on the Practice Management Sync hyperlink opens the Practice Management Sync app to select your preferred Source Practice Management source from the dropdown.