Plan: Available: All plans
Users: Available: All users
Practice Management Source: Available: All sources
Before archiving a client in FYI, complete a series of checks to ensure jobs, tasks, time, processes, documents, Collaborate access, and Client Group settings are finalised.
Archiving a client does not delete data. The following information remains available:
- Jobs, documents, tasks, and relationships remain in FYI. Archived clients remain available so you can view their details and stored documents.
- Existing Collaborate access to shared documents and folders remains available until the client is removed from Sharing Settings.
- Documents already shared using Secure Link remain available until the configured expiry period ends, even if the client is archived.
Prepare the client for archiving
Complete the following checks before archiving the client.
Complete these checks before archiving the client. If the client has already been archived, restore the client before completing any outstanding checks.
Step 1 - Check jobs not in the Complete state
Navigate to the Jobs tab of the Client workspace and filter for Open jobs.
- Use Bulk Update to change the Job State to Complete, or action the job as required.
- If you need to reallocate a job to another client, open the Update Job Drawer and select the correct client.
Review any Custom Fields that trigger custom processes and remove values where required.
Step 2 - Check outstanding tasks
Navigate to the Tasks tab of the Client workspace and filter for Incomplete tasks.
- Use Bulk Update to change the Status to Complete, or action the task as required.
- If you need to reallocate a task to another client, open the Update Task Drawer and select the correct client.
Step 3 - Review outstanding time, disbursements and invoicing
Navigate to Client Workspace - Time and filter for un-invoiced time and disbursements.
- Create invoices as required using the Invoicing section.
- If time or disbursements need to be reallocated, select them and click Bulk Update to assign the correct client and job. Alternatively, update each entry using the relevant drawer.
Step 4 - Review Process History and update Custom Field details
Navigate to Client Workspace - Process History and filter for In Progress processes.
- Select the relevant processes, then select Stop to stop the process from running.
- Review any Custom Fields that trigger custom processes and remove values where required.
Step 5 - Ensure documents are ready for archiving
Navigate to Client Workspace - Documents.
- Check in any documents currently being edited by clicking I Am Finished Editing.
- If documents have been shared via Collaborate, remove sharing access.
- Review documents in Draft Filed, Awaiting Approval, and Pending Client Signature Workflow States and complete required actions.
- If AutoArchive Documents is enabled in Practice Settings, documents will automatically move to an Archived filing status when the client is archived.
Step 6 - Review Collaborate sharing settings
If your practice uses Collaborate to share documents, review and remove sharing access where required.
- Navigate to Client Workspace - Collaborate, select the relevant user, and remove sharing permissions.
Step 7 - Remove the client from the Client Group
A client must be removed from a Client Group before archiving. Once archived, the client cannot be removed from a Client Group.
- Navigate to Client Workspace - Summary and click Edit Client.
- Clear the Group field by clicking the X icon so it displays No Groups.
- Click Save to update the client details.
Archive the client
Archiving can be completed either in FYI or in your practice management software, depending on whether FYI as Primary is enabled. Archived clients remain accessible in FYI.
FYI as Primary - not enabled
If FYI as Primary is not enabled and you are using an integrated practice management solution such as Xero Practice Manager (XPM), archive the client in your practice management software. During the next synchronisation, the client will be archived in FYI.
Refer to your integrated practice management solution for specific steps:
FYI as Primary - enabled
This option is available where FYI as Primary is enabled, including practices on the Elite plan.
- Navigate to Client Workspace - Summary and click Edit Client.
- Click Archive in the bottom-right corner.
- Confirm the Archive Client pop-up by clicking Yes.
For practices using XPM, the client status will update in XPM after the next synchronisation.