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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 does not delete data. All jobs, documents, tasks, and relationships are retained in FYI.
Archiving a Client
Follow each step below before proceeding with archiving.
Navigate to Client Workspace - Jobs 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.
Navigate to Client Workspace - Tasks 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.
Navigate to Client Workspace - Time and filter for uninvoiced time and disbursements.
- Create invoices as required. Refer to 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. Refer to Displaying and Updating Time and Disbursement Entries.
Navigate to Client Workspace - Process History and filter for In Progress processes.
- Select the relevant processes and click Stop in the Toolbar to terminate them. Refer to Managing Automation Processes.
- Review any Custom Fields that trigger Custom Processes and remove values where required.
Navigate to Client Workspace - Documents.
- Check in any documents currently being edited by clicking I Am Finished Editing. Refer to Opening, Editing, and Finish Editing Documents and Co-editing a Document with a Client.
- If documents have been shared via Collaborate, remove sharing access. Refer to Removing a Shared Document from New Collaborate and Removing Access to Shared Documents on Legacy Collaborate.
- Review documents in Draft Filed, Awaiting Approval, and Pending Client Signature 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. Refer to Archiving Client Documents.
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. Refer to Managing Client Sharing Settings.
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. Refer to Editing Client Details.
Archiving can be completed either in FYI or in your practice management software, depending on whether FYI as Primary is 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:
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.
Archived clients remain accessible in FYI. Refer to Archived Clients.
If the Client has already been archived before completing these steps
If you are using Xero Practice Manager (XPM), restore the client in XPM by selecting Options and clicking Restore. The client will synchronise overnight, or you can run a manual sync in FYI.
Once restored, complete the steps above before archiving again.
Note: If AutoArchive Documents was enabled, documents will have moved to an Archived filing status. Update the filing status manually if required, including any invoices. Refer to Archiving Client Documents.
If you are not using integrated practice management software, restore the client directly in FYI. Refer to Restoring an Archived Client.