Plan: Available: All plans
Users: Not Available: All users Available: FYI Admins or User Group permissions
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FYI integrates with market-leading provider BGL to automatically import the information from this third-party provider for your clients. Information is imported from BGL CAS 360 overnight and automatically filed against the relevant client as a document in FYI.
To import documents from BGL, you must first connect your BGL account to FYI, then set up the Automation Process to run the import.
When using the import, please note:
- BGL documents are synced to FYI every day at 4 am (based on your location). If a document was received in BGL today, you will see it in FYI tomorrow, as the automation pulls documents from BGL to FYI overnight. You can see the date and time of the Last Sync with BGL from the BGL app in Automation - Apps. Refer to Connecting your BGL account to FYI.
- When connecting your BGL in FYI, you can set the option Package Only to import the final signed documents as a one document package. Note, if 'Import Solvency Minute/Resolution' option is also enabled, solvency documents (including unsigned versions) will still be imported. Refer to Connecting your BGL account to FYI.
- Once a form has been prepared, it cannot be modified. If a user re-prepares the form, a new ID is generated, and the new version of the form will be imported into FYI. To avoid this from occurring, you can enable the option "Package Only" to import documents only once signed.
Imported Documents
When matched against a client, imported documents matched against a client are displayed on the Client - Documents tab. The cabinet and other filing settings can be configured in the Import from BGL process.
- FYI imports Form 484 and Company Annual Statements and Returns.
- Imported ASIC Annual Statements are displayed on the Client - Corporate Affairs tab, providing a summary of the ASIC annual statements, including the status of the statements (for example, if the annual review fee has been paid). A copy of the document is filed in FYI, with a link to open the ASIC annual statement directly from BGL. Updates to ASIC annual statements will retrieve the last three months of changes.
- Documents will be imported where the client's ACN in BGL matches the Company Number in FYI.
- BGL gives you the ability to create companies, but you will only see documents if you have added the client to your ASIC agent number via Form 362. Once the client has been added to your ASIC agent number, the FYI automation will then check BGL for the incorporation documents and add a link to the client in FYI if it matches the ACN.
- FYI imports annual returns, confirmation statements, company changes and company registration documents.
- Documents will be imported where the client's Company Number or Business Number matches the Client Tax VAT or Client ID Number.
- FYI imports annual returns, confirmation statements, company changes and company registration documents.
- Documents will be imported where the client's Company Number or Business Number matches the Client Tax VAT or Client ID Number.
Set up the Automation Process to Import
- In FYI, click the Automation menu option.
- Go to the Processes tab.
- In Corporate Documents & ASIC Statements - Import & AutoFile, click the cog icon to edit this process.
The Corporate Documents & ASIC Statements - Import & AutoFile process displays.
| Setting | Details |
| Trigger | Set to "New Document". |
| Filter | Set to "Document Source is BGL Document". |
| Run From | Not available for Sample Processes included with FYI. Refer to Setting up Custom Processes. |
| Status | When ready to begin using the process, change the Status to "Active". |
| Owner | Set by default as the user who made the process active and this can be changed if required. If the process fails, an email will be sent to this user as a notification. You can set this as "Me" to set yourself as the owner. |
| Start From | Allows you to enter the date from which you want to start retrieving the documents. If you enter a date in the past, this will import any historical documents from that date if they have not already been imported. |
Note: If you need to reset the process, for example, if the step was deleted, click Reset. This will restore the process to the default configurations.
Automation Process Step
Configure the Step
Configure the Import BGL Statement step to the settings required by your practice. The following is an example of the default settings.
| Field | Details |
| Name | Set as the original name as imported from NowInfinity, using the Merge Field {{ TriggerDocumentFileName }}. |
| Autofile | Disabled to ensure the document is filed using the settings in the process step. |
| Cabinet | The Cabinet is set to "Corporate Affairs" by default, but can be changed to any cabinet relevant to your practice. Note, for Australian practices, the ASIC Annual Statement will be included in the Client - Corporate Affairs tab, regardless of the selected Cabinet. |
| Year | Set to {{ TriggerDocumentComplianceYear }}, available from the "Corporate Affairs" Merge Field section. |
| Owner | In the Workflow section, the Owner is set as the client's Manager using the Merge Field {{ TriggerClientManagerUser }}. This will send the document to the client's Manager's In Tray. |
| Filing | Should be set to "Filed". |
You can change any options for Filing, Workflow, or creating a Task, and enable Comments as required (refer to Automation Notifications). You can add steps if required (refer to Automation Process Steps).
Note: The options available in the Workflow Status drop-down will depend on the Approval Level assigned to the user in their User Profile. For example, a User with an Approval Level of None will not be able to view or select "Pending Client Signature". Refer to Workflow Basics and Managing Users.
Once the connection has been made with FYI, and the process has been set up and set to Active, any new documents or changes in status to a document in BGL, are automatically imported into FYI.
Reset Settings
If you have made changes to the steps, and wish to reset them back to the Best Practice settings, you can click the Reset button.
Note: If the "Corporate Affairs" cabinet has been deleted, the Cabinet will be set to "Don't Update". Edit the Filing settings to select a new Cabinet.