Take a look at this month's new features, enhancements, and resolutions.
19.09.24
Enhancements
- You can now filter the Practice Activity - Users column by external users, for example when changes are made by System, or by Xero Practice Manager. This feature is available to FYI Admins and users belonging to a User Group with permissions enabled for Practice Activity. Refer to Practice Activity.
- For our New Zealand practices, we have made further updates to the Client - Activity tab to display when changes are made to the following client fields: Prepare GST, GST Registered, and GST Basis. Refer to Client Activity.
Resolutions
- We have resolved an issue to ensure that documents in the OneDrive folder FYI - My Imports will be automatically imported into FYI. Please note, there can be a delay of up to 10 minutes.
- When synchronising with Xero Practice Manager for Clients, Jobs, Custom Fields, Users, or Time, and XPM is unavailable, an initial Failure event will be added to Practice Activity. FYI will continue to retry the synchronisation for 24 hours or until successful. An additional Failure event will be added to Practice Activity every 24 hours until the sync has been completed.
- For practices integrated with IRIS via Practice Sync, Client Groups will not be created as new clients in FYI.
- When refreshing the Capacity Planning Report, Leave balances will not be duplicated, and the list of users will not be impacted.
12.09.24
New
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Universal Merge Fields are now available for all practices, referred to as "Merge Fields". Replacing the current Merge Field feature, the new and improved Merge Fields offers practices greater flexibility and additional data sources. Merge Fields are grouped into sections based on where the data is being pulled from, with different sections displayed depending on whether you're creating an Email, Document, Automation, or Template.
An FYI Admin, or user with permissions to manage Templates and Automations can take advantage of the new functionality by updating their templates and automations at their convenience. Merge Fields are backwards compatible, meaning that existing Automations and Templates using Merge Fields will not be impacted.
Refer to Announcing the release of Universal Merge Fields.
- The new Look Up Job Automation Step is now also available for all practices. This step can be used to search for an existing job using a variety of filters, for example Job Number, Job Type, or Custom Fields. The job can then be used in other steps in the automation, for example to create Workflow Jobs linked to a specific Billing Job. If a Job isn't found, the process can be stopped, or a new job can be created automatically. Refer to Process Step Details - Look Up Job.
Enhancements
- We have expanded Client - Activity to capture when changes are made to the following Client fields: Manager, Branch/CAC/ICA, Automatically Retrieve from ATO, and Active ATO Client. Refer to Client Activity.
- For practices integrated with Xero Practice Manager, we have streamlined the Client Custom Field synchronisation to avoid unnecessary updates of Client Details, reducing the number of requests sent to XPM. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.
- To preserve data integrity, once FYI as Primary has been enabled for Client Maintenance, it can no longer be disabled. For practices on the FYI Elite plan using FYI for Practice Management, this setting will be automatically enabled. Refer to Enabling FYI as Primary Source for Client Data.
- For practices integrated with Zapier, when creating a job, any Job Custom Fields not populated by the zap will be automatically updated as per the selected Job Template. Refer to Integration with Zapier.
- We have removed the Notud app from the Automations list and our Help Centre, as Notud have now ceased operations.
- For our implementors migrating to Elite and FYI as Practice Management, when importing WIP and the import fails, for example a job is missing, a new Exception CSV file will be created. This report will list the rows that were unable to be imported, and can be reimported into FYI once the cause of the errors has been resolved. Refer to Import Xero Practice Manager Unbilled WIP Report.
Resolutions
- We have improved the Job synchronisation with Xero Practice Manager to avoid rate limiting when checking the status of jobs older than 2 years.
- When auto-archiving documents, client details will not be updated.
- When updating a client postcode in FYI, changes will be saved and display the new postcode in the Client Workspace.
- When using the Job Lookup Automation step, if multiple jobs are found the step will proceed as per the "If Job Not Found" setting - continue, stop the process, or create a new job.
- We have resolved an issue when synchronising Custom Fields with Xero Practice Manager, where renaming the Custom Field multiple times would cause a synchronisation error.
- For practices integrated with IRIS, we have resolved an issue where clients would not be synchronised under certain conditions.
- When using New Collaborate to share documents, the FYI Document ID will be added to the end of the filename to ensure each document has a unique name and can be successfully uploaded to New Collaborate SharePoint site.
- For practices integrated with FuseSign and using a Practice Management solution integrated via Practice Sync, when a document is sent to FuseSign, the Client details will be synchronised, including the name, email, and contact numbers. For practices not integrated with Practice Sync, the Contact details will be used.
- For practices integrated with Zapier, an error will be displayed if trying to create a Billing or Workflow Job in FYI and Time and Billing has not been enabled (available to practices on the Elite plan only). An error will also be displayed if trying to create a Job with an incorrect Job Template selected for the Job Type, for example if trying to create a Billing Job using a Workflow Job Template.
05.09.24
Enhancements
- We have introduced a new option to New Collaborate app configuration, "Retain Client Uploads in Collaborate Site". This feature allows practices to control whether client-uploaded files remain on the SharePoint site after being imported to FYI. If the option is set to "Yes", uploaded files will be moved to a "Processed" folder within the client's Upload folder, enabling clients to confirm their documents have been successfully imported. If set to "No", the files will be deleted from SharePoint after import (matching the current behaviour). Refer to Configuring New Collaborate Settings.
- When using Lists, Text Custom Fields can now be filtered by "(Blank)" to display where data has not been entered. For an example, refer to Sorting and Filtering Documents Lists.
- We have updated the Clients Lists to add optional columns for the Postal and Physical Address fields. Click the Columns tab to add the new columns, and save the view if required. Refer to Adding, Removing and Moving Columns in the Clients Lists.
- For practices on the Elite plan:
- When updating the Practice Settings for FYI as Primary, an alert will be added to Practice Activity to record when changes are made to the Client Maintenance or Mobile & Salutation options. Refer to Practice Activity.
- You can now export Invoice documents from a Document List where the invoice has the status Draft in Xero, Awaiting Payment or Paid. Select one or more invoices in the list, and click the Export button in the toolbar. The Export function is also available when previewing individual invoices. Refer to Exporting Documents and Previewing an Invoice.
- When updating the Practice Settings for FYI as Primary, an alert will be added to Practice Activity to record when changes are made to the Client Maintenance or Mobile & Salutation options. Refer to Practice Activity.
- For practices on the Universal Merge Fields Beta, we have introduced a new Custom Automation Process Step, called Job Look Up. This step can be used to search for an existing job using a variety of filters, for example Job Number, Job Type, or Custom Fields. The job can then be used in other steps in the automation, for example to create Workflow Jobs linked to a specific Billing Job. If a Job isn't found, a new job can be created automatically. Refer to Process Step Details - Look Up Job (Beta) and Universal Merge Fields Beta.
Resolutions
- For practices integrated using Practice Sync, we have resolved an issue where Client Postcodes were not being synchronised.
- When updating New Collaborate Share Settings to add a new guest user, email addresses with valid special characters will be supported, for example a single quote or apostrophe.
- We have resolved an issue with the Zapier integration where the trigger to create a new job was being executed multiple times in a short timeframe, causing the integration to attempt creating a second job before the first one had fully completed.
- We have resolved an issue where opening an Automation Process with an empty Custom Field would display an error.
- We have updated the New Collaborate Status Check to remove the detected Microsoft Group name. The selected Microsoft Group can be found within the New Collaborate app settings.
- When calculating WIP on Invoices and Job Financial Details, we have resolved an issue to prevent minor rounding discrepancies.
- For practices integrated with APS using Practice Sync, we have resolved an issue with the Flush Cache functionality to ensure the Client Manager is synchronised successfully.
- For practices on the Universal Merge Fields Beta, rearranging Automation Process steps will update references to those steps, for example if Step 2 becomes Step 3.