Implementors: Live Import

This article provides information on FYI's Live Import of documents during the Migration process. It details what is created, what is matched, information on unmatched clients and refiling documents. For information on administering the Live Import, refer to Implementors: Administering Live Import.

The Live Import technology brings documents directly into FYI when a sync is run through the FYI Migrate App (refer to Using the FYI Migrate App to Sync your Data).

Wherever possible, Clients, Cabinets, and Categories are created in FYI as the data is imported. As well as making it easy to change any filing that is needed, this also allows the documents to be accessed directly in the FYI app as they are uploaded. It provides visibility of the documents being uploaded and also allows refiling of documents, and resolving of clients, to be done while the Live Import is ongoing.

The Live Import runs in the same way for all types of historical systems (database or folder systems) with a few exceptions as noted below. For additional information refer to Implementors: Live Import FAQs. 

Certain file types are excluded. For details of the standard files that are excluded, refer to What data is migrated into FYI?

Matching Clients 

The Live Import will try to identify and match to clients in FYI, by searching in the field orders specified below.

By default, clients will be matched based on the order below. The process will stop at the level a match is identified.

1. Client Code (4+ characters)
2. Export Code (4+ characters)
3. Client Name (not available for MYOB and Virtual Cabinet)

If a Custom Field has been selected in the Onboarding Wizard a match will be attempted on the Custom Field before continuing in the order above.

Where the Client Code or Export Code is three characters or less, it will not automatically match to a Client. An unmatched client will be created. Refer to Creating and Resolving Unmatched Clients (Folder-Based Systems).
Where there is an Active and Archived Client with the same Client Code, Export Code or Name, we will migrate to the Active Client.

For Database systems (such as MYOB and Virtual Cabinet):

If the Live Import is unable to find a match, the import creates unmatched clients. These can then be resolved by identifying the client, merging with active clients or archiving the client. Refer below to Resolving Unmatched Clients (Database Systems).

Folder systems (such as Windows Explorer, HowNow, HandiSoft, etc):
Folder systems will typically utilise a folder hierarchy using the Client Name or Client Code to group documents for each client.

The Live Import will try to match the client in order of the fields above, starting from the top-level folder and continuing to move down the levels until it finds a match to the clients that have already been imported to FYI from the practice management software.

Where folders have been named in a particular format, the Live Import will match clients using the following Folder name formats:

• Client Name (First, Last and Middle Name)
• Client Code
• Export Code
• Client Code and Client Name separated with a hyphen (-)
  For this, the Live Import looks to the left of the hyphen to find a match, assuming the code in the folder name is the Export Code or Client Code for the client.
• Client Name and Client Code separated with a hyphen (-)
  In the same way, the Live Import looks to the left of the hyphen to find a match on the Client Name if there is a hyphen as a separator followed by other text such as the Client Code.
• Client Name followed by the Client Code in brackets. For example, ABC Name (ABC001).
  In the event that the Client Name is incorrect, the match is made on the Client Code in brackets.

Note:

• When it finds a client match, the value in the category level is no longer needed and will therefore be blank.
• A check will be made on every folder level in the file path for client match. This ensures that the matching is done at the Client Name level when the Group Name is the same as the Client Name.
• If the Folder Name or Import Name contains a comma, the comma will be ignored and a match made on the folder name i.e. a folder with the name of "Joe, Mills" will look for a match with a client name of "Joe Mills".

Example
The following is an example folder structure with a mix of Client names and Client Codes showing two clients that exist as practice management software Clients: ABC Pty Ltd and Frank Marshall whose Client Code is FM1234.



For ABC Pty Ltd
The Client Name matches the folder name "ABC Pty Ltd" and the category Clients - Level 2 will be blank. 

For Frank Marshall
The documents in the folders "Frank Marshall", "FM1234" and "FM1234-Frank Marshall" are matched to the client.

The documents in the folder "FM1234 Frank Marshall" will not match because the folder name holds both the Client Name and the Client Code, without the hyphen separator. The documents for this folder will have "FM1234 Frank Marshall" as the value in the category Clients - Level 2. They can then be refiled to the client Frank Marshall.

The documents in the folder "Frank Marsall" will not match due to the typo in the Client Name. The documents for this folder will have "Frank Marsall" as the value in the category Clients - Level 2 and will need to be refiled to the client Frank Marshall.

Matching on Year

The Import automatically matches documents to a category Year.  In FYI, this is a four-digit number between 1999 and 2030.

When the Year is in the format "20XX" this will match. For example,

• 2019 will match 2019, 2020 will match 2020.

When the Year is in other formats, FYI will automatically assign the Year category where possible. If no match can be found, the exact value provided will be used for the Year, and will need to be refiled.

When a Year is matched, the import removes that data from the import-level category. In the example folder structure, the Live Import will match documents in the folder "2019" to the FYI category Year "2019" and in these documents, the Clients - Level 1 will be blank.

The documents in the example folder system "FY 2020" will not match the Year, as it doesn't match any of the formats above. As a result, these documents will have the value "FY 2020" in the category Clients - Level 1. These documents will need to be manually refiled to the FYI category Year "2020".

For a database system, all Year values are migrated. Where the Year does not match, the value will display in the FYI Year category and will need to be manually refiled.

Note: Where a Client Code, Export Code or part of the Client Name enclosed in brackets matches a Year, Migrate App will not automatically match the Year. An unmatched client will be created. Refer to Resolving Unmatched Clients.

Cabinets and Categories created for Folder-Based Source systems

For Windows Explorer, HowNow, HandiSoft and all systems other than database systems, the folder names are included in the documents that are exported and migrated to FYI. The folder names are also used to create the Cabinets, the Categories and the options within the Categories in FYI.

Cabinets are Created for the Head Level Folder

For each head-level folder, the Live Import creates a Cabinet using the folder name prefixed by "Pre FYI -" (for example, "Pre FYI - Clients", "Pre FYI - Admin", "Pre FYI - HR").

Categories are Created for each level of the folders

Within these Cabinets, Categories are created for each level of the folder structure. The Category is prefixed with the head level folder and with a name relates to the level of the folder hierarchy(for example,  "Clients - Level 1", "Clients - Level 2", "Clients - Level 3", etc).

For each head folder you select to migrate, you will see the following Cabinets and Categories generated as follows:

The folder names themselves are added as options to the generated Categories. For example, for a folder structure as follows:



In the generated Cabinet Pre FYI - Clients, the Live Import will create the following Categories and options:

• Clients - Level 1 (with Category options "2019" and "FY 2020")
• Clients - Level 2 (with the Category options "FM1234 Frank Marshall" and "Frank Marsall" as these did not match to an active client or client in FYI)
• Client - Level 3 (with the Category options "Tax", "Workpapers", "Financial Planning", "Tax")
• Client - Level 4 (with the Category option "File Notes")

Categories created for Database Source systems

Category to show Migrating Cabinet Name

When the migration is run, a new category "Migrating Cabinet" will be created. This category will contain the names of the cabinets that documents originated from before being added to FYI.

Category for Migrating Client Name

A new category "Migrating Client" will be created, containing the client details from the original database. The category detail will include all information available in the metadata file, for example, Client Code, Export Code, and the Client Name.

Category for Document Date

When migrating from Virtual Cabinet, if the category "Document Date" exists in the Virtual Cabinet database this category will migrate to FYI. The category will be displayed against the migrated document in the format 'dd mmm yyyy hh:mm'.

Resolving Unmatched Clients

Database Systems

For Database systems (such as MYOB and Virtual Cabinet) unmatched clients are automatically created when there is no match to an active client in FYI.

These unmatched clients can be identified, merged with active clients or archived. Refer to Unmatched Clients.

Note: Unmatched clients can be resolved while the Live Import is ongoing, BUT if a new document is imported, the unmatched client will be recreated.

Folder-Based Systems

For folder-based systems (such as Windows Explorer, HowNow, HandiSoft, etc) no unmatched clients are automatically created during the Live Import, therefore they cannot be directly resolved.

All clients should be at one level for document migration to make the process of creating unmatched clients simpler.

Any folders that have not matched can be converted to unmatched clients using the tool in the Refile function. Once completed they can then be matched to the Client using the Client Name. Refer to Unmatched Clients.

Using the Refile function to create the unmatched clients

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice Settings and then select Documents.
3. Go to the Refile tab.
4. Select each Cabinet to check for any unmatched clients. After migration, these would commonly be the Cabinets auto-generated from the head level folders prefixed with "Pre FYI -"
   A message displays with the number of unmatched clients.
5. Click the here link in the message "To create unmatched clients please click here".
   
   
   
   
6. Select the folder level at which the Clients are held.
   
   
7. Click OK.

Note: This can be done while the Live Import is ongoing. If a new document comes in from the same folder tree, it will automatically be assigned correctly to the unmatched client (the Live Import does not only match actual clients, it also matches folders with unmatched clients).

Editing and Versioning

Note: FYI does not import the version history from the previous system, it will upload only the latest version of each document. However, if a document is edited in the legacy system after the sync begins, then Live Import will upload this new version over the top in FYI.

For MYOB, Windows Explorer and other historic systems - except Virtual Cabinet:

• For a standard document that is uploaded, and then edited in the historic system, FYI imports a new version.
• If a document is uploaded to FYI, edited in FYI and then subsequently edited in the legacy system and re-uploaded, FYI will create a new version of the document and upload it over the top.
  The version history since the import began is maintained, that is, the original version that was uploaded, the FYI edit, and the final version from the historic system.

For Virtual Cabinet:

• For Virtual Cabinet, because of the way documents are recorded, there would be a separate document uploaded, not a new version.

Cabinet Access

• By default standard users will not have access to these cabinets. If users require access, User Groups will need to be updated. Refer to Managing User Groups and Managing Users.
• If the user group has "All" cabinet access enabled, then by default they will have access to the auto-generated cabinets.