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When a custom process includes a document, for example, a Document View filter or a document created by an earlier process step, documents can be automatically filed or re-filed using FYI AI.
The AI Prompt step can analyse the document and return specific filing information as Output Merge Fields. The Alter document step then uses those Output Merge Fields to update the document filing fields. For example, where documents have been filed to a user's in-tray, these could be analysed and automatically filed.
Note: The Alter Document step, together with FYI AI, should only be configured to process targeted Document Views or documents created earlier in the automation. Processing excessive volumes of documents can significantly impact the automation performance, increase processing times and may result in automation failures.
This feature is currently in beta. Learn more about beta registrations.
Using FYI AI to File Documents Automatically
To automatically file documents using FYI AI, the process must include two steps:
- AI Prompt Step: This step analyses the document and extracts the information required for filing. This is stored in the Output Merge Fields.
- Alter Document Step: Use Output Merge Fields from the AI Prompt step to update the document filing fields.
Step 1 - AI Prompt Step
The AI Prompt is required so you can provide a prompt to analyse the document and extract the information needed for filing. For example, providing a prompt to determine:
- Document Type
- Keywords
- Cabinet or Category, depending on specific details provided to the prompt.
- Relevant dates to apply to Year
Output Merge Fields from the AI Prompt step are then used to file the document from the Alter Document step. Where the prompt is returning Cabinet or Category values, instruct FYI AI to return only values that match the options used by your practice.
Step 2 - Alter Document step
Once the AI Prompt has been created, the Alter Document step can be added. For detailed information on adding this step, refer to Process Step Details - Alter Document.
The following fields explain how existing Alter Document step functionality can be used, together with the AI Prompt step, to file the document.
| Field | Details |
| Action | |
| Document |
The Document field is used to select the document that will be altered. This can be set to:
|
| Filing | |
| Name |
The Name of the document is set as a default as the Original Filename. Use Merge Fields to search and select Output Merge Fields created from the previous AI Prompt step. For example |
| AutoFile |
When using FYI AI to file documents, Disable the AutoFile function. This allows the Alter Document step to use the selected Output Merge Fields from the AI Prompt step instead of AutoFile rules. |
|
Use Merge Fields to search and select Output Merge Fields created by the previous AI Prompt steps for each filing filed to update. Click the Merge Fields icon and select from the available AI Step merge fields. |
Example AI Prompt and Alter Document Step
The following is an example of an AI Prompt that analyses Document View filters that include PDF invoices and returns filing details, including the financial year, cabinet, document name and search keywords.
The Output Merge Fields should then be selected in the relevant Alter Document step fields.
| Step | Details |
| Prompt |
Review this document and extract the following filing details. Use only the information available in the selected document. If a value cannot be identified, return "Unable to determine" rather than guessing. Identify the primary filing date shown on the document. For invoices, statements, or credit notes, use the invoice, statement, or credit note date. For letters, forms, legal demands, or notifications, use the date shown on the document. Return the date in "DD-MM-YYYY" format. If no date is available, return "Unable to determine". Determine the financial year from the primary filing date. Return the year only in "YYYY" format. If the primary filing date is "Unable to determine", return "Unable to determine". Return the best matching Cabinet from the following options used by the practice: "Workpapers", "Permanent", "Corporate Secretarial", or "Correspondence". Return only one Cabinet value. If none of the options match, return "Unable to determine". Generate a concise but clear document name using the format "Sender - Document Type - Date". Return only the document name. If the sender or date cannot be identified, use "Unable to determine" for that part of the name. Return the keyword value to help retrieve this document later. Return only the keyword value and do not include explanatory text. If no useful keyword can be identified, return "Unable to determine". |
| Output Merge Fields |
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