When FYI is integrated with GreatSoft, your Clients, Jobs (which are synced from GreatSoft Tasks) and Users (synced from GreatSoft Employees) are imported from GreatSoft and continuously synchronised with FYI.
The sync from GreatSoft to FYI happens every 15 minutes.
This ensures that GreatSoft continues to be your single source of truth for client information.
Synchronised Data
Sync from FYI
No data is synced from FYI to GreatSoft.
Clients
Clicking the Open in PM icon in the Client - Summary, opens the client in GreatSoft.
Client Groups
A Client in GreatSoft can also be used as a Client Group.
In FYI currently, when filing documents under a Client Group where the Group is also the Client, it is not possible to see the Jobs of that Client. FYI only recognises the Clients of the Client Group and there is no crossover where the Client is also a Group and to those Clients.
UDFs
Client and Job UDFs (User Defined Fields) in GreatSoft are synced to FYI as Custom Fields. These can also be used as Merge Fields. Refer to Managing Custom Fields, Including Merge Fields in Email Templates and Signatures and Including Merge Fields in Word Templates and Stationery.
Jobs
- Jobs are synced from Tasks in GreatSoft.
- Jobs synced from GreatSoft do not have a Due Date.
- The Open in PM icon in the Job drawer is not relevant for GreatSoft.
- Deleted Jobs in GreatSoft are not supported; Jobs will need to be manually marked as Cancelled in FYI.
Job States
- There are no states in the GreatSoft tasks, so no Job States are synced to FYI.
- Jobs initially sync to FYI with a job state of "Planned".
- If a task in GreatSoft has a Closed Date, it will appear in FYI with the Job State set as "Completed".
- The Closed Date in the GreatSoft task displays in the Due Date in the FYI Job.
- Jobs are also allocated a Job State according to the Allow Time/Expense Capture indicator in GreatSoft.
- If Allow Time/Expense Capture is ticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "In Progress".
- If Allow Time/Expense Capture is unticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "Planned".
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When a Job is "Complete" in GreatSoft, the Job State will be set as "Complete" in FYI.
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When a Job is "Pending" in GreatSoft, the Job State will be set as "Pending" in FYI.
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If a Job is "In Progress" in GreatSoft and "Complete" or "Planned" in FYI then the Job State will be set as "In Progress" in FYI.
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If a Job is "In Progress" in FYI, and it is not "Complete" or "Planned" in GreatSoft, then the Job State is not changed in FYI.
Time in FYI
As no information is synced from FYI to GreatSoft, Time in FYI is not relevant for an account integrated with GreatSoft.
Synchronising GreatSoft Data with FYI
When FYI is integrated with GreatSoft, your Clients, Jobs (which are synced from GreatSoft Tasks) and Users (synced from GreatSoft Employees) are imported from GreatSoft and continuously synchronised with FYI.
The sync from GreatSoft to FYI happens every 15 minutes. Refer to the table below for what data is synced. No data is synced from FYI to GreatSoft.
The Sync occurs in the following ways:
Automatic Sync
A sync from GreatSoft to FYI occurs automatically every 15 minutes.
Manual Sync
A manual sync from GreatSoft to FYI can also be run, as and when needed.
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FYI Admins
An FYI Admin can run a manual sync for Clients, Jobs and Users from the Automation dashboard. Refer to FYI Admins - Running a Manual Sync with GreatSoft in Running a Manual Sync with GreatSoft and Additional Notes on Syncing.
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All Users
All users can run a manual sync for Clients and Jobs using the Sync function on the Clients list or Job list. Refer to All Users - Running a Sync from the Clients or Jobs List in Running a Manual Sync with GreatSoft and Additional Notes on Syncing.
Summary of Synchronisation
The following is a summary of when the event and changes in GreatSoft are synced.
| Event in GreatSoft |
Automatic Sync | Manual Sync |
Notes |
|
| Clients | Create or Edit |
Every 15 minutes | All Users | In FYI, clients synced from GreatSoft show the Source as "GreatSoft". |
| Archived Clients | Close Client | Every 15 minutes | All Users | Client is Archived in FYI |
| Client Groups | Create, Edit or Delete |
Every 15 minutes | All Users | |
| Client Addresses | Create, Edit, Delete | Every 15 minutes | All Users | Only the Postal and Physical Addresses are synced to FYI. Currently, if these are text boxes in GreatSoft, they are not synced to FYI and this will be corrected in a future release. |
| Client Contacts | Create, Edit |
Every 15 minutes | All Users | Deleted Client Contacts are not synced. |
|
Client Custom Fields (Client UDF) |
Create, Edit | Every 15 minutes | All Users | |
| Client Custom Field values selected for a Client | Add, Edit or Delete | Every 15 minutes | All users Sync from PM button in Client - Custom Fields |
|
| Users | Create or Edit | Every 15 minutes | FYI Admins | |
| Users | Delete | Deleted Users are not synced. | No action in FYI (User needs to be made Inactive in FYI) |
No action in FYI (User needs to be made Inactive in FYI) |
| Jobs | Create or Edit | Every 15 minutes | All Users | Synced from GreatSoft Tasks (excluding Deleted) |
| Job States | N/A - refer to Job States | |||
| Jobs Category |
N/A | |||
|
Jobs Custom Field (Job UDF) |
Create or Edit | Every 15 minutes | All Users | |
| Job Custom Field values selected for a Job | Add, Edit or Delete | Every 15 minutes | All users Sync from PM button in Job - Custom Fields |
|
| Tasks for Jobs | Not applicable for GreatSoft | |||
| Tax Returns |
Create or Edit in Xero Tax | Overnight | FYI Admins |
For information on running a Manual Sync and for additional notes on syncing, refer to Running a Manual Sync with GreatSoft and Additional Notes on Syncing.