Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
The New Collaborate Status Check scans your FYI platform and Microsoft environment to verify that the correct settings and permissions have been configured. When errors are detected, the Status Check tool will attempt to resolve the issue automatically or display error details for the users to investigate further.
Getting Started with New Collaborate Status Check
Client Collaborate Status Check
The Client Collaborate Status Check is used to scan the settings of the New Collaborate SharePoint site and the Microsoft environment. For example, the Microsoft App Permissions have been configured, the Document Library has been connected and has the correct permissions, and the correct Microsoft Group has been applied. As part of the scan, a test user will be invited, the share settings configured, and then removed again.
The OneDrive Admin User can run the Client Collaborate Status Check from the Automation - Apps workspace, from the Collaborate - Client app.
Refer to Troubleshooting New Collaborate using Status Check.
Client Secured Collaborate General Status Check
The Client Secured Collaborate Status Check is used to scan the settings of the Client Secured Collaborate SharePoint site and the Microsoft environment only. The Status Check will not review the default Client Collaborate site.
The Status Check will run through a series of tests, including confirming the Microsoft App Permissions have been configured, the Document Library has been connected and has the correct permissions, and the correct Microsoft Group has been applied. As part of the scan, a test user will be invited, the share settings configured, and then removed again.
Users with access to Share Settings will be able to run the Status Check from the Client - Collaborate tab on the Share Settings window. Click the Settings tab and Status to begin running the Status Check.
Refer to Troubleshooting New Collaborate using Status Check.
Client Status Check
Rather than checking the settings of the entire Collaborate site, the Client Status Check will perform a series of automated tests related to an individual guest user. This will be performed on either the Client Collaborate site, or if configured, the Client Secured Collaborate site.
The Status Check will review the settings for a specific guest user and is best used if the client is experiencing issues accessing the New Collaborate site or documents shared in their client folder.
The Client Status Check can be performed by users with access to Share Settings, on the Client - Collaborate tab. The Status Check button is displayed next to the client's name.
Refer to Troubleshooting New Collaborate using Status Check.
Working with New Collaborate Status Check
Troubleshooting Errors
As each check is performed successfully, a green tick will be displayed on the left. If an error has been detected, a red cross will be displayed, with further details on the error displayed on the right. Follow the instructions or links to resolve the error.
More details can be found in the New Collaborate Troubleshooting section of the Help Centre:
An entry will be added to Practice Activity to show when errors have been recorded and changes have been made.
Guest User Reconciliation
When the Status Check is displayed for Client Collaborate or Client Secured Collaborate, users will be able to:
- Click Check to initiate a Guest User Access Reconciliation to compare users across FYI, Microsoft Entra, and SharePoint.
- View the Date and Time the last Guest User Reconciliation was performed, and click the link to open Practice Activity. To view the results of the reconciliation, filter the Practice Activity "Modified on" column by a Fixed Date, and set the Date Range to the date the reconciliation was performed.
After clicking Check, a message will be displayed that the Guest User Reconciliation has been scheduled, and once completed, a notification will be sent to the user that initiated the Status Check.
The reconciliation identifies errors with users, and where possible, will automatically rectify them, for example:
- Inactive or expired accounts will be removed.
- Guest users that exist in one platform but not the other will be added.
Note: The Reconciliation will be run for all Collaborate Sites for the practice, e.g. running a Status Check for an individual Client Secured Collaborate Site will also reconcile users for other Client Secured Collaborate sites, and the practice's default Client Secured site.
Refer to Troubleshooting New Collaborate using Status Check.
Recommended Troubleshooting Steps
If the Status Check is unable to detect any errors, but you continue to experience issues sharing documents, we recommend the following troubleshooting steps:
-
Confirm the client's email address that the user is logging in with. It must be the same as the client displayed in the Sharing Settings, or the email the document was shared. If Personalised Links has been enabled in the Client - Collaborate app, FYI will append a login hint to the URL to select the relevant user's account automatically. If the user has clicked on a link intended for another recipient, they may be trying to log into the wrong account.
If the client would like to log in using a different email address, you will need to add the account to the Client Sharing Settings or reshare the document. Refer to Sharing the New Collaborate Client and Upload Folders and Sharing Documents using New Collaborate.
- Confirm the Site URL that the client is logging into. Guest users must have been added to the Sharing Settings or shared a document for a client on that particular Collaborate site. For example, if the guest user was only added to the Sharing Settings for a client with a Client Secured Collaborate site, they will encounter an error trying to log into the default Client Collaborate site.
- Ask the client to use an Incognito or Private browser session. This can assist with confirming the issue is not related to their browser cache or that they're logged in with the wrong account.
- Confirm that the login link the client is using to log in is correct. If the client is unable to access a document from a link, confirm if they can access the Collaborate Site Link to view the SharePoint home page.
- If there are multiple clients added to the Client Sharing Settings, confirm if any of the other guest users experience the same issues.