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Automations exported or downloaded from the FYI Automation Library can be imported directly into a practice's platform.
When importing a custom process, the Automation Import Wizard guides users through each configuration step, ensuring that any Templates, Views, Custom Fields or Job States are correctly configured during the process.
Users with Automations permission can import custom processes. It is recommended that users also have permissions enabled for Views, Templates and Custom Fields, to ensure that any related fields during the import process can be reviewed.
Importing a Custom Process
Custom processes can be downloaded from the FYI Automation Library as .zip files. After downloading the file, save it locally, for example in your Downloads folder.
Note: The .zip file should not be extracted or modified before importing.
Each process should only be imported once. Importing the same process multiple times will create duplicate automations with the same names. Existing Processes or Templates will not be overwritten or updated automatically.
There are two ways to import a process. Select the relevant option below:
- Co to the Automation - Processes tab, either the Grid View or the List View.
- From the Grid View, click Import. Or from the List View, select the View Tools button which is at the end of column headings and select Import.
- Select the relevant .zip file from the Windows Explorer folder. The Automation Import Wizard will open.
- Use the Automation Import Wizard to map fields such as Custom Fields or Job States, and to configure the automation to suit your practice.
- Go to the Automation - Processes tab and display the List View.
- Ensure that all the Processes are displayed and you have not entered any Search text.
- Drag and drop the relevant .zip file from Windows Explorer folder onto the Automation - Processes List View.
- The Automation Import Wizard will open.
- Use the Automation Import Wizard to map fields such as Custom Fields or Job States, and to configure the automation to suite your practice.
Importing Multiple Processes
Multiple processes can only be imported together when they are included in the same automation bundle. An automation bundle is a single .zip file that contains more than one process.
Automation bundles are created when multiple processes are selected and exported together. Users cannot create a new .zip file by combining other .zip files together.
When importing, select or drag and drop the single automation bundle .zip file. Individual .zip files for separate processes cannot be selected and imported at the same time.
When importing multiple processes:
- The Import Wizard will display all the automations together in the Introduction section, with the number of processes appended to the automation title. This allows you to review all automations being imported, before mapping fields to your platform.
- During the import process, specific steps will display a Used By field. This section displays which automation the field belongs to, making it easier to identify the associated process.
Note: All selected automations will be imported. If all the automations should not be imported, cancel the Import Wizard and restart the import with a different automation bundle.
Using the Import Wizard
After importing a Custom Process, follow the steps in the Automation Import Wizard to review and map the imported fields and components to your practice's platform:
- Step 1 - Introduction
- Step 2 - Mapping Fields
- Step 3 - Confirm and Import the process
- Step 4 - Review and Test the process
Use the wizard navigation tools to complete each required step.
Note: As you progress through the wizard, the Progress Bar at the top of the wizard will update to show completed steps.
Step 1 - Introduction
When the Automation Import Wizard opens, an overview of the process being imported is displayed, allowing you to review the automation details before mapping fields to your platform.
The number of automations being imported will be displayed in brackets, next to the Automations heading. The following information is then displayed underneath:
-
Process Name: The name of the automation that will be imported, for example "FYI: Company Annual Review".
Tip: When importing a process from the Automation Library, the automation name is prefixed with "FYI".
-
Process Trigger: Explains how the automation is triggered.
- Manual: Identifies that the process can be run manually, and where the automation can be run from, where applicable. For example "Runs manually from Workspace" or "Runs manually".
-
Schedule: Identifies when the automation will run. For example, "Scheduled to run On the 1st day of each month from 16 June 2026."
-
Automation Description: Displays the description configured in the importing process.
Note: The description may retain existing text formatting from the original process, such as text and colours.
Where multiple automations are being imported, each automation overview is displayed separately with a horizontal divider for easier review.
Step 2 - Mapping Fields
The fields available for mapping will vary depending on the process being imported and your FYI plan.
As you complete each step, click Next to continue through the wizard.
The following is an example of a mapping Custom Fields step.
Click the relevant heading below for more information on mapping each field.
If an automation contains Custom Fields, these can be mapped to existing Custom Fields in your practice, or imported as new Custom Fields. Refer to Exporting Custom Processes for information on which Custom Fields are included.
Note: Custom Fields used in Forms are not imported and will need to be configured manually after the import is complete.
| Field | Details |
| Custom Field | Displays the name of the Custom Field configured in the imported process. |
| Applies To |
Displays where the Custom Field is applied in the platform. For example, Client or Job custom field. This can be edited after the process is imported, where required. Refer to Editing Custom Fields. Note: Ensure each imported Job Custom Field is mapped to a unique existing field. Mapping multiple imported fields to the same existing field can create duplicate entries in the imported step containing Job custom Fields, for example Update Job step and may cause an error when running the imported process. |
| Field Type | Displays the Custom Field type, for example Drop-down or Date. |
| Used by | Displays the name of the Process(es) that the Custom Field belongs to. |
| Map/Import |
If a custom field with the same Name and Field Type already exists in your platform, this be selected by default. Otherwise, click the Drop-down to map the field to an existing compatible Custom Field, or select Import as a new Custom Field to import the custom field selected. Note: When importing a new drop-down Custom Field, all associated options will also be imported. Particular values will not import. For example User or Date fields. |
| Drop-down Field Options |
When mapping a Drop-down Custom Field, choose how the imported options should be applied:
|
The Views step allows you to configure the view that the process filter will run against.
| Field | Details |
| View | Displays the name of the view configured in the imported process. |
| View Type | Displays the type of view filter configured in the process being imported. For example, Client or Job view. |
| Filters |
Displays any filters applied to the selected view, including the field the filter applies to. Note: For Jobs views this will include whether inactive jobs are visible. |
| Used by | Displays the name of the Process(es) that the Views belong to. |
| Map/Import |
If a view with the same name and type already exists in your platform, this will be selected by default. Otherwise, click the Drop-down to select from compatible views, or select Import as a new View to import the view selected. |
The Templates step allows you to configure document templates that are included in the process.
Important note: Once imported, all templates will be set to Active.
| Field | Details |
| Template | Displays the document type icon. |
| Name | Displays the name of the template configured in the process being imported. |
| Used by | Displays the name of the Process(es) that the Template belongs to. |
| Map/Import |
If a template with the same name already exists in your platform, this will be selected by default. Otherwise, click the Drop-down to select from compatible templates, or select Import as a new Template to import the template as a new template. |
The Task Templates step allows you to configure task templates that are included in the process.
Important note: Once imported, all task templates will be set to Active.
| Field | Details |
| Task Template | Displays the name of the task template configured in the process being imported. |
| Assignee |
Displays Partner or Manager if selected as the Assignee in the task template. Note: If the Task Assignee is configured using a User Type, for example 'Administration', this will not be displayed. This can be edited after the process is imported, where required. Refer to Managing Task Templates. |
| Due Days | Displays the due days of the task. |
| Used by | Displays the name of the Process(es) that the Task Template belongs to. |
| Map/Import |
If a task template with the same name already exists in your platform, this will be selected by default. Otherwise, click the Drop-down to select from compatible templates, or select Import as a new Task Template to import the template as a new template. |
During the import process, the Job States displayed are determined from Create or Update Job steps, or when they are filtered in a Job view.
Note: Job States must be successfully synced to FYI from your practice management platform, before they can be mapped.
| Field | Details |
| Job State | Displays the name of the Job State configured in the process being imported. |
| Type | Displays the type of job state. For example, Standard, On Hold, Cancelled or Completed. |
| Used by |
Displays the name of the Process(es) that the Job State belong to. Note: If the Job State also belongs to a view, this will be displayed with (View) appending the process name. |
| Map To |
If a Job State with the same name already exists in your platform, this will be selected by default. Otherwise, click the drop-down to select from your practice's job states. When the process is imported, the practice settings for the Job State selected in the Map to field are retained. Ensure each imported Job State is mapped to a unique existing field. Mapping multiple imported fields to the same existing field can create duplicate entries in the imported step containing Job States, for example Look Up Job step and may cause an error when running the imported process. Note: New job states cannot be created by the import. |
Job Templates can be configured for practices on the Elite plan with FYI as the PM source.
Job Templates will display when the imported process includes a Create or Update Job step.
| Field | Details |
| Job Template | Displays the name of the job template configured in the process being imported. |
| Type | Displays the Job Template type. For example, Standard, Billing or Workflow. |
| Used by | Displays the name of the Process(es) that the Job Template belong to. |
| Map To |
If a job template with the same name and type already exists in your platform, this will be selected by default. Otherwise, click the drop-down to select from the practice's compatible job templates. Note: New Job templates cannot be created by the import. |
Disbursement Rates can be configured for practices on the Elite plan with Time and Invoices enabled.
Disbursement Rates will display when the imported process includes a Create Disbursement step.
| Field | Details |
| Name | Displays the name of the disbursement rate configured in the process being imported. |
| Used by | Displays the name of the Process(es) that the Disbursement Rate belong to. |
| Map To |
If a disbursement with the same name already exists in your platform, this will be selected by default. Otherwise, click the drop-down to select from your practice's disbursements. Note: New disbursement rates cannot be created by the import. |
Step 3 - Confirm and Import the process
The final step in the Automation Import Wizard displays a summary of the automations and mappings configured in the import process.
- Single Automation Import: The summary displays the selected mappings and identifies whether existing settings, such as Views, Templates, Job States, or other settings will be mapped or imported as new.
- Multiple Automation Import: The summary first displays each process included in the import, followed by grouped mappings and configuration details, such as Views, Templates, and Job States.
The summary reflects the selections made during the mapping steps:
| Map/Import Option | Details |
| Where Import as new was selected. |
(Name) will be imported into the practice. |
| Where the imported field has been mapped to an existing field. |
(Name) will be replaced in the imported automation by (Existing Name). |
All details should be reviewed carefully to ensure the correct processes and related field mappings have been selected. Once all details have been confirmed:
- Click Import. The wizard will close and you'll be directed back to the Automations workspace.
- Once the import is complete, an entry will be added to Practice Activity displaying the name of the processes and the configured mappings.
Important Note: Practice Activity should be checked to confirm that the process(es) and any related mapped fields or components, for example templates and views, have imported successfully.
Step 4 - Review and Test the process
After confirming in Practice Activity that the process and related mapped items have imported successfully, the process should be reviewed, before updating the Status to Active.
Note: For imported processes that include Update Job or Job Lookup steps, review these steps after import to ensure duplicate Job States or Job Custom Fields have not been created. This can occur when multiple imported Job States or Custom Fields are mapped to the same existing field during import. Remove any duplicates from the imported process step to avoid errors when running the process.
Refer to Review and Test Custom processes.
Wizard Navigation Tools
Use the wizard navigation tools to complete each required step.
Note: As you progress through the wizard, the Progress Bar at the top of the wizard will update to show completed steps.
| Navigation Option | Details |
| Skip Mapping Steps |
Click Skip Mapping Steps to skip all mapping steps and move directly to the Confirmation step. Skipping mapping steps fast tracks navigation through the wizard. It does not change the actions of each mapping step. Users should review and confirm all default fields that are being imported. Note: If Skip Mapping Steps is greyed out, a required field has not been mapped. Use the Next button to move through the mapping steps and complete the required field. |
| Back |
Select Back to move to a previous step. Tip: Once a step has been completed, users can also click on the Progress bar heading at the top of the window to move to a previous step. |
| Next |
Select Next to move to the next step. If Next is greyed out, this means that there are fields that need to be mapped before proceeding. |
| Cancel |
Select Cancel to close the wizard. You will be directed back to the Automation workspace, and no automations will be imported. |