Document Migration for Database Systems

This article details the steps in the FYI Migrate app when you have selected one of the following Document Management Systems to migrate from:

• MYOB Document Manager
• Virtual Cabinet
• CCH Document Centre
• Iris Docs

Refer to How to Use the FYI Migrate App. 

Enter the Server Details

1. Enter the Server Name and Database Name for your Document Management system.
   
   If a password is required for the FYI app to access the SQL database, then enter those details also.
   If no password is required, leave it blank.
   
   For MYOB and Virtual Cabinet, by default, the server name is set to “localhost” (for both systems) and the database to "VPMSER" (for MYOB) or "VirtualCabinet" (for Virtual Cabinet).
   
   If you do not know this information, refer to How to find MYOB or Virtual Cabinet server and database details. 
   If migrating from more than one source, or you have performed a previous migration from a server connection, enter a Reference Number Prefix. It's best to use a code that's different for each source, for example, D1 for one source, D2 for another etc. This will ensure that if there are duplicate document IDs across the sources the documents won't be threaded together by mistake.
   
   
2. Click Next.

If you enter an incorrect Server Name and then click Next, the app will display an error.

Select your Folder(s) to Migrate

When the Server Name and Database Name have been entered correctly, you are prompted to add the folders that hold the files to migrate.

Click the Add and select the top-level folder containing the documents to migrate.

Virtual Cabinet

• The folder is usually called "VCFileStore" or similar (and should contain folders similar to the above screenshot).
• Multiple File Stores can be selected by adding the first File Store, clicking "Add" in the Migrate App, selecting the second File Store, and so on.
• As of version 1.0.0.172, the FYI Migrate app will import documents by the file path as well as the file content store path. This ensures that files held in the file path that are not the same as the file content store path are imported.

MYOB

• The folder is usually called "DMFS_VPMSER", "VPMSER", "DMFS_AODB1" or similar.

When the folder is selected it displays in the migrate application. 

Important Note: For MYOB or Virtual Cabinet: The head folder should be selected (as per the screenshots above) and not the internal folders (i.e. 2018, 2019, index1, index2 etc)

In the Select your folder(s) to Migrate screen:

• Back button takes you back one screen
• Add lets you add a folder or an additional folder 
• Remove removes the selected folder
• Clear removes all the selected folders

To continue with your selection, click Done.

Note: If a match is not made on the respective Client ID or Client Code, FYI will then try to match on the Client name. If there is no match on the Client name, the client is created as an unmatched client which can be resolved after the migration, using resolve unmatched (refer to Resolving Unmatched Clients). 

Start the Syncing

The Syncing screen displays.

Click Start.

If you want to double-check your selection before starting, you can click Restart Wizard and it will return you to the first step in the process (but it will remember what you have entered, so you don't have to completely start from scratch).

Once the Sync is Underway

After selecting Start, the FYI Migrate app will first check and count the selected directories for the number of documents. This will display alongside the Service Connection Status.

Once the FYI Migrate app has completed a count, it will begin to upload the documents to FYI.

Once the first sync is complete, the app will return to the top and look for any new/edited documents and sync them also. This process repeats hourly until either the app is closed or the sync is stopped. If the app closes or the server restarts, refer to FYI Migrate FAQs.

How to find MYOB and Virtual Cabinet Server and Database Details

Finding the MYOB Server Name and Database Name

For MYOB sites you can usually find the server name and database name in the DMFS folder location in a document called databaselookup.xml. In the example below, this shows the Server Name of MYOBSRV\MYOBACCT and the Database Name is AODB1.

How to find the MYOB or Virtual Cabinet Server Name and Database Name

Where the defaults or above suggestions do not work, you can always find what you need using Microsoft SQL Server Management Studio.

Note: you may need the assistance of your IT provider to perform the following steps. 

1. Run SQL Server Management Studio and log in.
   
   If you are running the FYI Migrate app on the SQL Server machine, then the server "localhost" will usually work. 
   
   
   
   The default Database name for MYOB is "VPMSER" and for Virtual Cabinet, it is "VirtualCabinet".
   
   
2. Locate the server name and database name
   
   In this screenshot example, the server is "ACCDATABASE20" and the database is "VirtualCabinet".
   
   

Introduction to Live Import

When the syncing begins, your documents will start to import into FYI. The following behaviours will occur: 

• Cabinets and Categories in FYI will be generated automatically directly from the migrating database system.
• FYI will file documents initially to their original Cabinets and Categories based on their location in the migrating database system. This includes filing to Year.
• FYI will look to match Client Names and Client Codes with your practice management software where possible. Refer to Matching Clients and Creating Unmatched Clients in Implementors: Live Import. 

How documents behave inside of FYI during the LIVE IMPORT

• If a document appears in FYI, it can be selected, edited, refiled etc.
• For Live Import from MYOB, if FYI identifies a new version of the document, from your historical document store, FYI will version that on top of any edits made inside of FYI.
• For Live Import from Virtual Cabinet, because of the way documents are recorded, there would be a separate document uploaded, not a new version.

Note: We suggest your users are careful editing documents that are still live importing.

Refiling

Once your initial and final data syncs are complete, the FYI team will conduct the refile following the agreed mapping instructions put in place with your Onboarding Consultant or FYI Implementor.

Migrating a Filtered List of Documents

If you would like to upload a portion of your database, you can filter the migration by Reference ID. You can prepare a file that holds a list of reference numbers or documents IDs of the files you want to migrate and save the file locally.

The file can contain:

• A reference number (document id and the specific version, for example, 1438_9)
  Or
• A document id in which case the latest version of the specified document id will be migrated. When the document is an email, this will migrate all versions. Therefore newer versions of existing migrated documents will be migrated.

When creating the file:

• Only one file can be used per migration. Add all the reference numbers or document IDs to the file before selecting the file.
• The file should be created as a plain text file (for example a .txt).
• Add one reference number or document ID per line in the file.
• Notes are also filtered with the list, but only for reference numbers, as Note IDs can conflict with documents.

Selecting the File

1. In the Select your folder(s) to Migrate, click Add and select the folder to migrate. 
   
   
2. Click the Filter icon and select the option Select file containing documents to migrate.
   
   
3. You are then prompted to select the file that you have saved locally from your Windows Explorer.
   
   
4. A list displays the reference numbers or documents IDs from the selected file. If required, use this to confirm the reference numbers or documents IDs in the file that is being uploaded.
   
   
   
   
5. Click OK.
   
   
6. Finalise the process as for the 'standard' migration. Click Done and the sync starts.

If the Migration App is run a subsequent time with a different file, if any reference numbers or document IDs are the same, the files will be skipped unless the file has changed.