After your historical documents have been migrated to FYI, you can perform a few simple admin tasks to ensure FYI is configured to suit your practice.
Identifying and Resolving Unmatched Clients
When your historical documents are imported, there may be instances where FYI could not match the client folder name or the client code to a client in your practice management software. In this case, FYI creates an Unmatched Client based on the folder name. These clients will be marked as "Unmatched".
To resolve your unmatched clients, refer to Unmatched Clients or Unmatched Client Import.
Review the Migration Audit Report
Once the FYI Migrate App is completed, a Migration Audit Report is automatically generated. This is a .CSV report that gives a summary of the total files and documents that have been migrated and lists any errors and excluded files with the reason for the error or exclusion.
The Migration Audit Report is automatically uploaded as a document to the Cabinet FYI Migration in your FYI.
We recommend reviewing this report to ensure you are comfortable with the errors and excluded files. Refer to Implementors: Migration Audit Report.
Nominating the Client within a Group to Include in AutoFile
When Clients are within a Client Group, it is likely they may share the same email address. Nominating one of these clients as Include in AutoFile determines which will be used as the client when emails are automatically filed. As part of your FYI set-up, you should nominate which of these is the client to Include in AutoFile for autofiling purposes.
To select the client that should be nominated for autofiling, refer to Nominating the Client to Include in AutoFile.
Updating Filing Details of Documents
Historical documents that have been imported and filed may still need some adjustments after the migration.
There are two ways in which you can do this:
- The Document Drawer can be used by any users to change the filing details of a selected document. Refer to Updating Filing Details of a Document.
- The Bulk Update function can be used by any users to change the filing details of documents in bulk. The Bulk Update function is useful for refiling up to 100 documents in a specified list at a time. Refer to Bulk Updating of Filing Details.
Displaying Additional Information to Locate Documents
- For a folder based migration, the Source Path column in Documents Lists becomes especially valuable post-migration, enabling users to search the historical document path and aid in filtering data to bulk update the filing details. Refer to Adding/Removing/Moving Columns in the Documents Lists.
- For a database migration, the Reference column in Documents Lists can be used to search document reference numbers from the historical document management database to aid in locating documents. Refer to Adding/Removing/Moving Columns in the Documents Lists.
- In Practice Settings - Documents - Cabinets, when editing a Cabinet, you can display a count of the number of documents in that Cabinet by clicking the Get Document Count button. Refer to Managing Cabinets.
Note: This count includes documents for Active, Archived and Unmatched clients.