Integration with Xama AML (United Kingdom only)

Xama AML is a comprehensive AML solution for UK accounting firms, offering everything a practice requires to maintain effortless AML compliance. 

This integration is available to practices in the United Kingdom only. For more information, visit https://xamatech.com/fyi-xama-2/.

Features of the Integration

Using the integration, practices will be able to easily synchronise new and existing clients from FYI to Xama AML, whilst keeping track of client risk assessment information using dedicated FYI client custom fields.

• Synchronising clients: New clients created in FYI are instantly available in Xama AML, removing the need for duplicate setup and keeping both systems aligned. Clients can then be accessed directly from the Xama record. Note: Xama runs an hourly sync.
   
• Dedicated custom fields: Set up four dedicated custom fields directly in FYI, to ensure that Risk assessment Status, Level and Dates are synchronised.
   
• Clear visibility of AML progress: Each status of a client's risk assessment is reflected back into FYI through the dedicated custom fields, giving users visibility of their client's information, all from within FYI.

Connecting Xama AML to FYI

Step 1 - Obtain the Access Key ID and Access Key Secret from FYI

1. In FYI, click the Automation menu option.
   
2. Click on the Apps tab.
    

3. Locate the Xama app, and click the cog icon.

   

4. Click Create new secret. This will generate a new Access Key ID and Secret Key used to connect to FYI.
    
5. The Access Key and Secret Key ID will be displayed. Click the clipboard icon next to each code to copy and paste it to a secure location, for example, a vault. 
   
   Important: You will only be able to view the Secret key the first time this window is displayed. If the Key is required again, you will need to disconnect your integration and request a new Key before you reconnect your integration.

The AutoFile defaults can be disregarded for this integration.

Step 2 - Set up Client Custom Fields in FYI

The status of client risk assessments are synchronised to specific Client custom fields in FYI. 

Important Note: These custom fields must be set up directly in FYI, to avoid errors when connecting Xama to FYI.

An FYI Admin can create custom fields for your practices. To create these custom fields:

1.  From FYI navigate to Practice Settings > General > Custom Fields.
    

2. Click Add.

   

3. The Custom Field drawer will be displayed.

   

4. Create the following exact Client Custom Fields. 

   Note: If the custom fields do not match exactly, the integration cannot be configured.

   Custom Field Name	Applies To	Type
   Xama last completed RA date	Client	Date
   Xama last completed RA level	Client	Type: Drop-down Options: Low Normal High
   Xama current RA status	Client	Type: Drop-down Options: In Progress In Review Completed Deleted
   Xama URL	Client	URL

For more information on custom fields, refer to Creating Custom Fields.

Step 3 - Complete the setup Wizard in Xama

1. In Xama, navigate to Settings > Hub Apps.
    
2. Find the FYI app and click Connect. 
   A message will display to ensure that existing Xama users check their client data, before connecting FYI to avoid creating client duplication. Clients who are unsure should click on the resource in the message or contact Xama support.
    
3. Click Next. The FYI credentials window will display.
    
4. Copy the Access Key and Secret Key ID. Click Next.
    
5. Xama will attempt to establish a connection with FYI. If the connection is established, a bulk import of clients will be triggered to Xama.
   
   Note: If any of the Custom fields from Step 2 are missing or not configured correctly, a warning will appear to advise that these fields need to be created before the connection can be made.

Matching FYI Clients with Xama

When the integration is connected, if you have no client records in Xama, the import will create FYI clients in Xama.

If you already have a client list set up in Xama, the integration will attempt to match FYI clients to existing Xama clients if the following information is identical:

• Client names are identical in both systems.
• The Client Email in FYI is the same as the email of one of the Xama client contacts.

If either of the following does not match, a new client will be created in Xama.

Using the Xama AML Integration

Once you have connected FYI with Xama, new clients created in FYI will be automatically synchronised to Xama, or matched to an existing Xama client. Refer to Matching Existing Clients in Xama.

The corresponding Xama client URL is synchronised to the Xama URL Client custom field in FYI, for easy navigation between both systems.

As risk assessments are created and updated in Xama, their status is reflected in the FYI Client Custom Fields. Once an assessment is approved, the client’s risk level and completion date are automatically populated into the relevant FYI custom fields.

For more information on using the Xama integration, visit the dedicated Xama Help documentation.