Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available:FYI Admins or User Group Permissions
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
FYI AI brings the power of generative AI into the FYI platform through automation, helping practices analyse documents, summarise information, draft emails, identify task actions and use structure AI outputs in additional process steps.
By embedding AI directly into automation steps, FYI AI enables users to reduce manual effort, respond faster, and gain deeper insights from documents, emails, and client interactions.
This feature is currently in beta. Learn more about beta registrations.
Getting Started with FYI AI
FYI AI is automatically enabled for practices on the Elite plan, when FYI AI beta has been enabled. FYI Admins and users with Automations permissions will be able to configure FYI AI steps within Custom Processes.
Important Note: FYI AI should be configured and used by users who are confident using AI tools and understand AI-generated outputs.
AI Process Steps
Within an automation process, AI is used as part of specific process steps to interpret information and generate responses and structure values. Additional process steps can then use those values to reply to emails, create tasks and update documents.
The following process steps can be used when working with FYI AI.
| Process Step | Details |
| AI Prompt |
The AI Prompt step is used to generate content or actions based on a prompt configured within the process. The AI Prompt step allows practices to write a prompt to assist with draft email replies, summarising meetings or phone calls or automatically update client information. The step can define Output Merge Fields, which can capture specific details from the AI response so they can be used later as a merge field in the same automation process. The AI prompt also allows Web Search to be enabled within the AI Prompt itself. |
| Create Email |
The Create Email step support email communication using AI in two key ways:
When using a Custom Body, the email content can be created directly within the step instead of relying on an email template. This allows practices to use AI-generated content or merge fields from an earlier AI step to build a more personalised message. When replying to an existing incoming email, Reply to field can be configured to select the original email so the response remains correctly threaded, with the relevant subject and recipients kept. |
| AI Tasks |
The AI Tasks step is used to generate and create multiple tasks automatically from an AI prompt instruction. Unlike a standard task creation step that creates one task at a time, the AI Tasks step can generate multiple tasks in a single step. This makes it useful when the source information contains several actions that need to be identified and assigned. For example, summarising a meeting transcript and creating actionable tasks. |
| Alter Document |
The Alter Document step can use Output Merge Fields from an earlier AI Prompt step to update document filing details. For example, an AI Prompt can analyse a document and return filing values such as Cabinet, Keywords, Categories, Year, Document Name, or relevant dates. The Alter Document step can then use those values to file or update the document. Important Note: When using FYI AI to file documents, the automation should use targeted filtered document lists. Processing excessive volumes of documents can affect automation performance, increase processing times, and may result in automation failures. |
Reviewing AI Conversations
When an automation runs with an AI Prompt or AI Tasks step, FYI creates an AI conversation. The conversation can be reviewed from the Process History to confirm what prompt was sent to AI and what values were returned.
Reviewing the AI conversation can help when testing or troubleshooting an automation. For example, if an Output Merge Field was not generated, or a later step did not contain the expected value, the conversation can be used to check whether AI received the correct document, instructions, and context.
Refer to Including AI Prompts in Automations.
Support Limitations for AI Prompts
FYI offers AI features within Custom Processes, along with Help Centre articles and example prompts designed to assist practices in getting started. Any prompts provided by FYI are intended as examples only and should always be reviewed, tested, and refined by the practice to ensure they meet your specific requirements and produce the desired results.
We provide support for:
- Using FYI’s AI features in accordance with the Help Centre instructions, without alteration.
- Issues encountered with FYI AI process steps only.
Please note that FYI does not provide support for troubleshooting, writing, refining, or optimising prompts, nor do we provide guidance or training on how to use third-party AI tools or AI functionality outside of the FYI platform.
As AI outputs can vary depending on the prompts, data provided, and ongoing updates to AI models, FYI cannot guarantee specific responses, wording, or outcomes generated by AI features. Practices are responsible for reviewing and validating all AI-generated content before use.
Where enhancements or updates are made to FYI AI features, these will be communicated in Release Notes and updated Help Centre content. Practices should review any changes and test their existing prompts and workflows accordingly to ensure they continue to operate as expected.