When FYI is integrated with IRIS, your Clients, Client Contacts, Jobs and Users are imported from IRIS and continuously synchronised with FYI. Changes made in IRIS are reflected in FYI.
The sync from IRIS to FYI happens every 15 minutes. This ensures that IRIS continues to be your single source of truth for client information. 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 Contacts, there will be a 15 minute wait before the next full sync starts.
Note: If a client email address field contains multiple addresses, these will be imported as a single value to FYI, making the email field unusable for email selection, AutoFile and Collaborate. Refer to Client Email Address Synchronisation.
Summary of Synchronisation
The following is a summary of the data that is currently synced from IRIS to FYI.
Note: When Practice Sync is connected, up to 18 months of historical data is synchronised from that date.
| Event in IRIS | Notes | |
| Clients | Create or Edit |
All clients, including archived and clients displaying a padlock, are synced. Only Client Types of People, Businesses, and Trusts will be synchronised. All Business Types will be synchronised. If a client email address field contains multiple addresses, they will be imported as a single value, making this field unusable in FYI. Refer to Client Email Address Synchronisation. |
| Client Contacts | Create or Edit |
Contact details are synchronised as individual rows on the Client - Contacts tab in FYI. Contacts with the "Main" flag selected in IRIS and contacts within the Main Address will be displayed at the top of the list, followed by contacts under Billing address and Registered office. The Contact Name will be based on the description within IRIS. |
| Client Addresses | Create or Edit | Only two address lines appear in FYI. |
| Client Custom Fields | Create or Edit |
Will be created as "Checkbox" Type in FYI. When changing the value of a Category field in IRIS, a new Custom Field will be created in FYI and set to "True". The previous Custom Field will be set to "False". If a custom field is still active in IRIS but deleted in FYI, it will be recreated during the next sync. For further information, refer to Deleting Custom Fields. Updates to Custom Fields will not be synchronised for archived clients. |
| Client Groups | Create or Edit | Non-Charge Client Groups, or if there are no clients assigned to the group, it will not be synchronised. |
| Jobs | Create or Edit | Job Names will use the format (Job Type Description) (End Date) |
| Users | Create or Edit | All employees with a valid email address will be synchronised to FYI. By default, they will be set as Inactive. An FYI Admin can update their status in Practice Settings. |
FYI does not currently sync the following:
- Client Security - it will need to be set up in FYI directly
- Relationships
- Time
- Document and Email Templates
- Internal Documents such as Policies and Procedures
- Tax Returns
We will continue to work on these areas so they are included in the future.
Additional Notes:
- Any data deleted in IRIS will not be reflected in FYI by the synchronisation.
- Clients archived in IRIS will only be archived in FYI if the Archived Client Code Prefix field has been configured in the IRIS app settings in FYI.
- No data is synced from FYI to IRIS including time.
- The Open in PM icon does not open the Client in IRIS.
Field Synchronisation
| Fields |
| Client Code |
| Client Name |
| Company Number (not applicable for individuals) |
| Contact Name |
| Mobile |
| Partner |
| Phone |
| Postal Address |
| Postal City |
| Postal Country |
| Postal Postcode |
| Postal Region |
| Salutation |
| Physical Address |
| Physical City |
| Physical Country |
| Physical Postcode |
| Physical Region |
| Tax Number |
| Client Group |
| Client Manager |
| Client Custom Field Values |
| Client Custom Field Definitions |
Any contact details selected as "Main" in IRIS will be displayed at the top of the Client - Contact list in FYI.
| Fields |
| Name (based on the description in IRIS) |
| Phone - Where both Phone and Mobile are selected for a single contact, the Mobile number only will be displayed in FYI. Fax Numbers and Extensions will have "(Fax)" and "(Ext)" added to the end of the Name in FYI. |
| Mobile |
A new user will only be created if the email address does not already exist for another user in either the FYI Email or Alias fields.
| Field |
| Name |
| Field |
| Job Name - using the format (Job Type Description) (End Date) |
| Client Group |
| Client |
|
Job Stage - synchronised as a new FYI Job State. New Job States will have the "Hide from Board" setting enabled by default. Note: New job stages created in IRIS, will only be synchronised to FYI once assigned to a job in IRIS. |
| Partner |
| Manager |
| Start Date |
| Due Date |
Additional Synchronisation Details
Client Email Address Synchronisation
Where a Client Email address field in IRIS contains multiple email addresses for the client, these will be imported as a single value in FYI. This format means the email field is unusable for sending emails, AutoFile, and using the Collaborate feature in FYI.
Practices should update the Client Email address field in IRIS to include only one email address for the client. Where any additional email addresses are required for that client, the Contact fields should be used to manage these separately.
Deleting Custom Fields
If a Custom Field is deleted in FYI, and is still active in IRIS, the field will be automatically recreated in FYI during the next sync. To prevent this and avoid errors in Practice Activity, first archive or deactivate the Custom Field in IRIS, then delete the Custom Field in FYI.