Importing Custom Processes

The Automation Process Import allows FYI Custom Processes to be imported from the FYI Help Centre to your practice. These Processes have been created by the FYI team.

As well as the Process, any Templates that are used in the Process are also imported.

All Processes and any Templates that are imported are automatically set as "Draft". The Process and any Templates from the Import are created with the prefix "FYI:" so they can be identified.

Single and multiple Processes can also be imported by dragging and dropping the import files onto the Automation - Processes on the List View. Refer to Importing Custom Processes using Drag and Drop.

Custom Processes, and their associated document and email templates, can be exported out of FYI. Refer to Exporting Automation Processes.

Important Notes:

  • Import must be run by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations, Views and Templates.

  • Only import an Automation Process once.
    If you import the same Process more than once this will create a new Automation Process with the same name and new Templates with the same name. It will not override any existing Processes or Templates and will not create them as new versions.

Saving the Import File Locally

Import file(s) will be made available to you as .zip files. The files should be saved locally, for example, in your Windows Explorer Downloads folder.

  • You do not need to extract the files.
  • Do not make any changes to the Import files.

Importing an Automation Process

  1. Go to the Automation - Processes tab, either the Grid View or the List View.
  2. 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.
    09149_View_Tools_select_Import.gif
  3. Select the relevant .zip file(s) from Windows Explorer folder and click Open. A message displays that the Process is importing.
    09150_Import_process_zip_file.gif
  4. Check the message that the files have been imported. Files that have been imported successfully display with a white tick.
    The Processes are imported with the Status set as "Draft".

Error when Importing
If there is an issue with any of the import .zip files the Process will not import and the message shows a red x icon against the file.

Download the import file(s) again and import again. If there is still an error, please contact the FYI Support Team

Checking the Imported Process

If there are any settings in the imported process(es) that cannot be assigned (such as the View for the Filter or any Custom Fields) this is indicated in the draft Process. These will need to be updated before you can make the process "Active".

Open each imported Process and check for any messages displayed at the top of the Process or in the Steps.

Review the Templates that have been Imported

  • Review and edit any Templates that have been imported.
  • Rename the Templates to remove the "FYI:" prefix in the Template Name.
  • Change the Status of the Templates to "Active".
  • If you do not want to use the imported Templates, you should archive them and you will need to change the Templates that are selected in the Process Steps.

    09152_FYI_prefix_templates.gif

Review the Process that has been Imported

Review the details of the Process that has been imported, for example, if this is Scheduled or run Manually and the user who is assigned as the Owner.

  • Rename the Processes to remove the "FYI:" prefix in the Name.
  • Set the Owner of the Process. 

Review all the Process Steps

Review all the Process Steps and update any details.

  • Any Templates you have renamed (for example, to remove the "FYI:" prefix) are automatically updated in the Process.
  • Change the selected Templates if you do not want to use the imported Templates
  • All documents are created with AutoFile enabled. If you do not want to use AutoFile, ensure you add the Filing details you want to apply to each step.
  • In the Workflow section, the Owner is set as the user who ran the Import.
  • If a Workflow Status was set, or if an Owner or Approver is set as "Partner" or "Manager", these settings are retained in the imported Process.
  • Check if you need to add Stationery to any Word documents that are created by the Process.
  • Review all Tasks to ensure the Assignee and Due Date are appropriate for your practice.

    09151_Check_the_process_steps.gif

Test the Imported Process

It is very important to test an imported Process to ensure it is working as expected. Refer to Testing Custom Processes.

Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

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