Managing WIP Imported Inactive Users

As part of the migration to FYI for Practice Management, practices can import unbilled WIP to FYI. During this process, unbilled WIP entries will be matched to existing (active and inactive) users in FYI. If no matching user can be found, a new user will be created, referred to as a WIP Imported Inactive User, with the following information: 

• A unique email address with the following email format: "username@customerID.fyi.import". For example, if an inactive user named 'Norman Osborn' is created, the email displayed will be "normanosborn@1234567e9876.fyi.imported" with the unique customerID automatically generated. The customer ID is practice-specific and will be the same for all new WIP imported inactive users within the same practice.
  Note: This email address is not active, ensuring that it cannot be used and can be easily identified.
  
  
• A new Cabinet Group called "Imported" is created. This Cabinet Group has no permissions enabled and is automatically allocated to the WIP Imported User profile.
  Note: This Cabinet Group cannot be deleted.

Inactive WIP Import Users are created only as Users and are not created as Employees.

Note: Unbilled WIP Imports performed prior to the evening of 23rd April 2025 (Australian time) will not create Inactive WIP Import users.

Displaying Inactive WIP Import Users

WIP Imported Inactive users can be viewed from the following workspaces:

• Practice Settings - Users tab.
• Time List

Practice Settings

To view the Inactive WIP Import users, an FYI Admin will need to:

1. Navigate to Practice Settings - General - Users.
   
   
2. Click the Unhide Inactive Users button to display all inactive users.
   
   
3. The WIP Imported Inactive user created can be distinguished by:
   
   
   • The Unique Email Address domain "fyi.imported".
   • Filtering to the Cabinet Group Imported. 
     Refer to Managing Users for more information.

Time Lists

Time entries created by the WIP Import can be viewed from:

• Practice - Time tab
• Client and Job Workspaces - Time tabs.

Time entries created for a WIP Imported Inactive user will display with the name of the user in the User column. 

Important: New WIP Import Inactive Users will be displayed in Time Lists as "Unknown User" until the current user has logged out and back into FYI to refresh the User List cache.

Note: Inactive users are not available to filter from the User column.

For more information on displaying time entries, refer to Displaying and Updating Time and Disbursements.

Updating WIP Imported Inactive User Settings

When an FYI Admin is viewing an inactive WIP import user in Practice Settings, all user profile fields in the User Drawer will be disabled and cannot be edited. 

When an FYI Admin selects a user in the Practice Settings - Users list:

• The Bulk Update button will not be visible.
• If multiple users are selected, including an inactive WIP import user and a Bulk Update is performed, changes will not be applied to WIP Imported Inactive Users. Refer to Managing Users.

Updating Time Entries

Time entry details associated with a WIP Import Inactive user can be updated from the Update Time Drawer, for example, to reassign the time entry to an active user.

If the User field is updated, the WIP Imported Inactive User will no longer be available to select from the drop-down list.

For more information on updating time entries, refer to Displaying and Updating Time and Disbursements.

Reporting

When a report is created using a Time view that includes the User column, any WIP Imported Inactive Users' names will be displayed in the User column. For more information on reporting, refer to the Reporting Overview.

Important: Users will need to log in and out of FYI once the WIP Import has successfully imported, to display the name of the inactive user before creating reports. If a user does not log in and out, the inactive user name will display as 'Unknown User' in the report.