Integration with Zapier

Plan: Not Available: Intermediate Available: Pro or Elite

Users: Not Available: All users Available: FYI Admins or User Group permissions

Practice Management Source: Available: All sources

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

Note: For queries or issues related to any third-party apps connected using Zapier, please contact the support team of the company responsible for that app.

Connecting to Zapier

Step 1 - Obtain Access Keys from FYI

From FYI, click the Automation menu option.
Go to the Apps tab.
For the Zapier app, click the cog icon to edit it.
In the Zapier Integration panel, click Create new secret. This will generate a new Access Key details used to connect to FYI.
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.
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.
Click Done once you have saved the Secret Key to a secure location.
The Access Key ID will be displayed. Click the clipboard icon to copy and paste the information to Zapier or a secure location.
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.

From the Zapier main page, click the App Connections option on the menu on the left.
Click + Add Connection.
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.
Paste the Region, Access ID, and Access Secret from FYI.
The connection will be authorised, and displayed in Zapier under the My Connections heading.
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.

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.
From the drop-down, select the Practice Ignition account. If needed, select Add new account and follow the Zapier prompts.
Test the Trigger to check you are connected and Zapier can access the data.
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.

Click the + button to add a step.
Zapier lists the supported apps. Search for and select "FYI".
Select the Event, for example, Create a Web Link. Refer to Zapier Actions below.
Click Continue.
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.
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.

Mandatory fields will display (required) after the field name. When using the Create or Update Job event, the Job Name will not display this label, however an error will be displayed when creating a job if a Job Name is not provided.

Type a forward slash ( / ) to display data from steps earlier in the zap. The options available will depend on the app that the data is coming from.

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 Bilbo Baggins", Contact Name is the field and Bilbo Baggins 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 Search function in the Trigger Event of the Zap.

In the example below, a Create Web Link action has been added to file a Web Link to the proposal within FYI. The 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.

The fields available will vary depending on the Zapier Action selected. Refer to Zapier Actions below. Required fields will display a red asterisk.

You can add text that will be sent in addition to the contents of a field.
1104 Zapier Field with text.gif

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

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

Working with the Zapier Integration

Zapier Actions

The following actions are available using the Zapier integration. Click on the relevant heading to view more details.

Mandatory fields are indicated with a red asterisk (*).

Create Document

The Create Document action allows you to create a document in FYI.

For practices using OneDrive or Dropbox, you may need to specify the file extension in the action.

For practices integrated with Xero Practice Manager, the XPM ID field is the code unique to the client within XPM.

When sending documents to FYI from Zapier, documents should be sent to a specific user within your practice to ensure that someone is always monitoring incoming documents.

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.

Create File Note

The Create File Note action allows practices to create a File Note in FYI.

The HTML field contains the details of the file note, and supports the use of HTML to format the text, e.g. using <strong></strong> tags to create bold text.

Please note:

If a client is not entered, the File Note will not be filed to a client in FYI.
If a Cabinet is not entered, the practice AutoFile defaults will be applied.

For practices integrated with Xero Practice Manager, the XPM ID field is the code unique to the client within XPM.

Create or Update Client

The Create or Update Client action allows practices to create new clients in FYI, or update existing clients where a match is found based on the details provided in the zap.

In addition to the standard fields displayed above, the Create or Update Client action includes Custom Fields created in FYI and enabled for Clients.

When using the Create client if it doesn't exist yet field:

Toggled On - the Client Name field is required.
Toggled Off - the Export Code or Client Email is required.
Note: If both fields are entered, the Export Code will be used first when matching to a client, and if no match is found, the Client email will be used.

For practices integrated with Xero Practice Manager, once the client has been created in FYI and synchronised to XPM, the client's source will be updated to XPM.

Create or Update Client Group

The Create or Update Client Group set allows practices to create or update Client Groups in FYI.

Note: If the zap also contains a step creating the client to be assigned to the new Client Group, ensure the Client Group action is performed first, prior to creating a client.

To update an existing client group, enter both the Existing Name and the New Name in the relevant fields. For practices integrated with Xero Practice Manager, if the Client Group has already been synchronised to XPM, you will be unable to rename the Client Group using Zapier. The update will need to be made directly in XPM.

You can also select to create a new Group if the existing group cannot be found.

Create or Update Job

The Create or Update Job action allows practices to create and update jobs in FYI. 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, Billing Jobs created in FYI will be synchronised and created in XPM. Workflow Jobs are not synchronised.

In addition to the standard fields displayed above, the Create or Update Job action includes Custom Fields created in FYI and enabled for Jobs.

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.

Create or Update Task

The Create or Update Task action allows practices to create new tasks or update existing ones, for example, marking a task as complete.

When creating a task, enter a unique value into the Task Code field. In the future, if the new task is to be updated, this unique value can be added to the Task Code field to locate the relevant task in FYI.

Note: The Task Code field should not be confused with Task ID, displayed as part of the Task Link URL. Refer to Creating Tasks.

Create Web Link

The Create Web Link action allows practices to add a link to a URL and file it against the client, for example, a report link to another software program.

Look Up Client

The Look Up Client action allows practices to search their existing FYI client list to return a match. This can then be used in subsequent steps, for example, to create a new job assigned to that client.

To search for clients using Custom Fields, click the Custom Fields link to expand the section.

When using the Look Up Client action:

Fields must match exactly (excluding dates). For example, if the criteria is "Marshall", and the client's name in FYI is "Marshall, Frank", a match will not be found.
Date fields are shown twice: one instance labelled “(Before or Equal)” and another labelled “(After or Equal)”. This lets users search for dates before or after a chosen date, or combine both fields to define a specific date range.
Dates must be entered as per the Supported date/time formats in Zapier.

When performing the search, the user will be able to determine how the process should continue if the following occurs:

No matching results - Setting the action to False will stop any further steps from being processed, while True will attempt to continue. The error "No Client found. Refine the lookup criteria and try again" will be displayed when a match cannot be found.
Multiple results found - The option can be set to use the first matching result, stop the process from running any further, or return all matching results.

Look Up Job

The Look Up Job action allows practices to search their existing FYI client list to return a match. This can then be used in subsequent steps, for example, to create a new job assigned to that client.

When performing the search, the user will be able to determine how the process should continue if the following occurs:

No matching results - Setting the action to False will stop any further steps from being processed, while True will attempt to continue.
Multiple results found - The option can be set to use the first matching result, stop the process from running any further, or return all matching results.

Ignition Integration

Ignition allows the client email (Contact Email) to be mapped in the Zap so that documents can be 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

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 above, as FYI does not differentiate between them.

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:

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

If the update notification is not displayed, you can change to the latest version at any time.

In Zapier, open a zap and click on an FYI step.
From the App field click Change.
Search for the app FYI.
Select the FYI app without a version number displayed after the name.
Click Continue on the Zapier setup tab to continue setting up the action and confirm all the fields have been configured correctly.