Integration with Zapier

Zapier can be used to automate the data flow between FYI and other platforms, for example, Ignition, Dropbox, OneDrive, Google Drive, etc.

Zapier can also be used to automatically import and file documents in FYI. For example, if a client has given your practice access to their Dropbox, when the client has a new file in a specified folder you can use Zapier to import the file directly into FYI.

The following actions are available using the Zapier integration:

• Create Document
• Create File Note
• Create or Update Client
• Create or Update Client Group
• Create or Update Job
• Create or Update Task
• Create Web Link

Note: FYI is able to provide support for adding data to FYI, but for queries or issues related to any third-party apps connected using Zapier, you should contact the support team of the company responsible for that app.

Important Notes

Sending documents to specific users

When sending documents to FYI from Zapier, it's recommended that documents are sent to a specific user within your practice. This ensures that someone within your practice (usually the person in charge of this process) is always monitoring documents that have been sent to FYI via Zapier.

If the document can be auto-filed, the document is added to that user's Home - My Recent tab. If it cannot be auto-filed, it will go to that user's In Tray, ready for filing. An FYI Admin can view documents waiting to be filed, refer to FYI Admin view of all Users' In Trays

Ignition Integration

• Ignition makes available the client email (Contact Email) which can be mapped in the Zap so that documents can auto-filed directly to FYI using this client email address.
  
  
• You can alternatively use other attributes from what is being sent to populate the details in FYI, such as a specific Client Name. This allows the document to be filed automatically for that particular client, but also means you would need to set up a specific zap for each client.
  
  
• Zapier will only bring in a Web Link as the shortcut to the document in Ignition, not the full document.
  
  
• When using the Contact Email held in Ignition as a parameter in Zapier, if this is a shared email address, it will use the client that has been nominated as Include in AutoFile (refer to Setting Filing Defaults for a Client).
  
  If none of the clients with the same email address are set as Include in AutoFile, the document will not be auto-filed in FYI and it will go to the user's In Tray.
  
  However, if you have set up AutoFile Defaults in the Zapier App in FYI, these defaults will be used to AutoFile the document. This also means the document will not first go to a user's In Tray.

For detailed information on integrating with Ignition using Zapier, refer to Integration with Ignition using Zapier.

OneDrive

You need to set up the Zap for OneDrive to send the file to FYI. Your Zap must include the 'Name' of the Document and 'File' to be imported to FYI. 

Dropbox

You need to set up the Zap for Dropbox to send the document extension as well as the document name.

Connecting multiple Zapier accounts to FYI

You can connect more than one Zapier account to FYI. For example, if you have two separate Ignition accounts, one for your accounting practice and the other for the Financial planning practice. You can use the same Keys from FYI for both Ignition accounts using the steps below. FYI does not differentiate between them.

Creating or Update Job

The type of Job that can be created depends on the practice's FYI plan.

• Standard Job - available to all plans.
• Billing Job - available to practices on the FYI Elite plan only.
• Workflow Job - available to practices on the FYI Elite plan only.

Practices that are not on the FYI Elite plan will encounter an error when selecting a Job Template if trying to create a Billing or Workflow Job. To upgrade to Elite, refer to Changing your Plan, Billing Details or Practice Details.

Note: For practices integrated with Xero Practice Manager, when a job is created in FYI, the job currently does not sync and create a job in XPM. This will be resolved in a future update. 

When creating jobs, keep in mind the following:

• Budget Values - Budget Value and Hours can only be entered for Workflow Jobs. Billing Jobs will automatically display these values from linked Workflow Jobs in FYI. When a Workflow Job is created in FYI from Zapier, the budget values will be applied as per the selected Job Template in the zap.
  
  
• Job Template - When a job is created, if Custom Fields and Budget Values (Workflow Jobs only) have not been populated by the Zap they will be updated to match the selected Job Template in the Zap. All other fields must be selected in the zap.

Connecting to Zapier

Step 1 - Obtain Access Keys from FYI

Note: This is a one-off step and can only be done by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.

1. From FYI, click the Automation menu option.
   
   
2. Go to the Apps tab.
   
3. For the Zapier app, click the cog icon to edit it.
   
4. In the Zapier Integration panel, click Create new secret. This will generate a new Access Key details used to connect to FYI.
   
5. The Region will be displayed. Click the clipboard icon to copy and paste the information to Zapier, or a secure location, for example, a vault. 
   
   
6. The Access Key Secret will be displayed in a pop-up. Click the clipboard icon to copy the key and paste it to Zapier or a secure location, for example, a vault.
   Important: You will only be able to view the Secret key the first time this window is displayed. If the Key is required again, you will need to disconnect your integration and request a new Key before you reconnect your integration.
   
   
7. Click Done once you have saved the Secret Key to a secure location.
   
   
8. The Access Key ID will be displayed. Click the clipboard icon to copy and paste the information to Zapier or a secure location.
   
   
9. Optionally, you can select the Cabinet and Categories that will be used as the AutoFile Defaults if these have not been set up for the client. If you set up the AutoFile Defaults, the document will not first go to a user's In Tray. 
   

Step 2 - Connect Zapier to FYI

Zapier can be connected by adding the FYI app to the Apps page.

1. From the Zapier main page, click the Apps option on the menu on the left. 
   
2. Click + Add Connection.
3. Find the FYI app.
   Note: If you have previously participated in a Zapier Beta you may see the FYI app with version numbers. You should select the FYI app with no version number to ensure you are connecting with the latest app.
   
4. Paste the Region, Access ID, and Access Secret from FYI.
   
   
5. The connection will be authorised, and displayed in Zapier under the My Connections heading.
   
   
6. To rename the connection, click the ... on the right and click Edit connection name.

Create a Zap

The following instructions relate to Zapier functionality but show how Zapier is set up specifically for FYI. If you need additional help, please refer to the Zapier Help Centre.

The Zap requires two steps:

• Step 1 - Trigger Event
  The Trigger Event determines where the document is coming from and what triggers the action (in this example, a new proposal document in Ignition).
  
  
• Step 2 - Action Event
  The Action Event in the Zap determines what to do when the Zap is triggered, the App to send it to (FYI), what is created in FYI, and how it is filed in FYI.

Step 1 - Setting up the Trigger in the Zap

How a Zap is set up will depend on which application is being connected to FYI.

The following is an example of setting up a Zap for Ignition to FYI.

1. In this example, Ignition is the App. The Trigger Event is Service Accepted by Client. The triggers available will depend on the app that is selected.
   
2. From the drop-down, select the Practice Ignition account. If needed, select Add new account and follow the Zapier prompts.
   
   
3. Test the Trigger to check you are connected and Zapier can access the data.
   
   
4. Click Continue to set up the Action.

Step 2 - Setting up the Action in the Zap

The Action (the Do this) in the Zap determines what to do when the Zap is triggered, where to send it and how it is filed in FYI.

1. Click the + button to add a step. 
   
   
2. Zapier lists the supported apps. Search for and select "FYI".
   
3. Select the Event, for example, Create a Web Link.
   
4. Click Continue.
   
   
5. Click Choose to select the Account. FYI will be displayed in the drop-down if connected earlier, otherwise follow the prompts to set up a new connection. 
   
   
6. Click Continue.

Step 3 - Set up the fields to be passed through to FYI

Using the information from the trigger app, you can customise where data is synced to FYI. For example, using the Document Name to update the Filing Details.

Some fields are mandatory.

The parameters that are available will depend on the app that the data is coming from. 

When you click a field, this displays the fields that are available from the Trigger App, for example, Practice Ignition.

Note: The field that shows in bold is the field name. Next to this is an example of what will be returned from the data. For example, in the screen below "Contact Name Ben Jacobs", Contact Name is the field and Ben Jacobs is a sample of what it will return. If you don't see examples of what a field will bring in, you can use the Find Data function in the Trigger Event of the Zap.

In the example below, the Customise fields have been set up with Name as the "Accepted Proposal - (Client Name)", using both hard-coded text ("Accepted Proposal") and information retrieved from the Ignition trigger. Web Link as the "Proposal URL" from Ignition.

Client Email is the "Contact Email", as per the Client List or the Client - Summary tab in FYI.

User Email can be set as the "Client Manager Email" within FYI so that when the files are imported, they are imported to that user's In Tray, ready for filing.

As well as Client Email, you can also include the fields for Client Code, Export Code, and XPM ID as the information that is sent. This allows FYI to assign it to a specific client depending on what data is available, so it can match to the client if there is no Client Email.

You can add text that will be sent in addition to the contents of a field.

You can add more than one field (remember to add a space between them).

Required fields will display (required) after the field name, for example, when creating a File Note, both the Name and HTML (contents of the Note) are required.

The following is an example of the File Note that is created in FYI by the Zap.

For more information on setting up Zaps, refer to the Zapier article Set up your Zap action.

Updating the FYI App Version

If a new version of the FYI app is released, a notification will be displayed in Zapier when editing your zap.

When upgrading, you may be prompted to reconnect the account, or retest the step to ensure your configuration is correct.

To update to the latest version:

1. In Zapier, open a zap and click on an FYI step.
   
   
2. On the App & event tab, click Update.
   
   
3.  Click Confirm Update. 
   
   
4. The new version will be applied.
   
   
5. Review the tabs and test the step to confirm the update was successful.