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
This example details how to use a Custom Automation Process to import data from a CSV file and create clients in FYI.
This process uses:
- The CSV Data Import filter.
- The Create Client Automation Step.
Practices must be on the Elite plan with FYI as the Practice Management Source, or have the FYI as Primary for Client Maintenance setting enabled.
For practices on the Pro plan, it's important to consider the impact of Xero Practice Manager Rate Limits when using this feature.
This feature is currently in beta for the FYI Pro Plan. Learn more about beta registrations.
Creating the CSV File
The CSV File contains all the data to be imported into FYI, relevant to each client. Refer to CSV Columns below for details on columns that can be added to the file, including the required mandatory columns.
The following is an example of a CSV file used to import new clients into FYI.
CSV Columns
The following columns can be added to the file and imported into FYI. Fields marked as Required are mandatory fields in FYI.
When configuring the Automation Filter in FYI, ensure you select the correct Filter Type.
| Field | Required | Type |
|---|---|---|
| Group | Recommended | String |
| Structure | Required | String |
| Name |
Required At least one field used to match Clients is required |
Client Name |
| First Name | Required for Individuals only | String |
| Last Name | Required for Individuals only | String |
| Other Name | Optional | String |
| Salutation | Required | String |
| Addressee | Optional | String |
| Required | String | |
| Phone Number |
Recommended Ensure the Phone Number in the CSV starts with a 0 |
String |
| Mobile Number |
Recommended Ensure the Phone Number in the CSV starts with a 0 |
String |
| Export Code | At least one field used to match Clients is required | Client Export Code |
| Client Code | At least one field used to match Clients is required | Client Code |
| Manager |
Recommended Field must match the name of an active user in FYI. |
User |
| Partner |
Recommended Field must match the name of an active user in FYI. |
User |
| Custom Fields |
Optional Custom Fields must be active in the FYI platform. |
String, Date, Numeric, or Toggle depending on the Custom Field |
| Custom User Role |
Optional Field must match the name of an active user in FYI |
User |
| Business Number NZBN |
Recommended At least one field used to match Clients is required |
String |
| Company Number |
Recommended At least one field used to match Clients is required |
Company Number |
| Tax Number IRD Number VAT Number |
Required | Client Tax Number |
| Balance Month |
Optional Ensure the full name of the month is entered, e.g. July, not Jul |
String |
| Prepare AS Prepare GST Prepare Tax Form Signed Tax Authority GST Registered GST Period GST Basis |
Optional Enter True or False |
String |
| Physical Address (all fields) Postal Address (all fields) |
Recommended, although Country is optional | String |
Business Structures
Different Business Structures require different client fields in FYI. The Business Structure, for example, Company or Individual, is used to determine which fields are displayed for a client in FYI.
When setting up the CSV file to import your client data, check the file includes columns for all possible fields, regardless of the business structure. Complete only the columns relevant to each client.
For example:
- For a Company, populate the "Name" field, and leave "First Name" and "Last Name" blank.
- For an Individual, populate the "First Name" and "Last Name" columns, and leave the "Name" column blank.
When setting up the Create Client step, confirm the appropriate Trigger Data Merge Field is selected for each field. For example, select the Trigger Data Name Merge Field for the Name field.
This allows users to run a single import for all Business Structures at once, rather than running separate imports for each type. FYI will only apply the relevant data for each client based on the CSV Import File.
Using Custom Fields
Each Custom Field will need to have a separate column in the CSV file, with each row containing the Custom Field option relevant to that client.
Confirm you select the correct Type for each Custom Field in the Automation Process Filter. In the image above, the columns would be set to Toggle, String, and Date.
When a Client Custom Field is selected in the Create Client step, the Custom Field is added as another field to the drawer.
Enter the value for the Custom Field, or click the Merge Field icon to insert data from the CSV Import File.
When selecting the Trigger Data from the Merge Field Editor, only columns with a Process Filter Type relevant to the Custom Field Type will be displayed. Date fields will display columns with a "Date" Process Filter Type, while "Drop-down" Custom Fields will display "String" Process Filter Type columns.
If there are no columns in the CSV Import File with a matching "Type", a warning will be displayed: "No compatible merge fields available for target field".
Creating the Custom Process
Before creating the Custom Process:
- Ensure the CSV file has been saved in CSV UTF-8 format, and uploaded into FYI.
- A CSV view has been configured, displaying the required CSV file. This view will be selected in the Automation Filter window.
- Confirm all users referenced in the file exist as active FYI users.
- Review your Custom Field columns to confirm they match the fields in FYI.
- Check that the required fields are included in the CSV file for each Business Structure.
The following is an example of the Custom Process used to import clients. For detailed instructions, refer to Process Filter Details - CSV Data Import and Setting up Custom Processes.
Configure the CSV Import Filter
The following is an example of the CSV Import filter. Refer to CSV Columns above for details on the Type required to be selected for each of the columns from your Import File.
If Match Clients During Validation is unticked, FYI will create all rows in the CSV as new clients, including duplicates.
Add the Create Client Step
When using the Create Client step, the fields available are the same as creating a client using the + button. Fields can be updated in multiple ways:
- Automatically, using Merge Fields to insert the data from the imported CSV file.
- Manually, by selecting from the field options or inserting the data directly.
Using Merge Fields to select Columns
Merge Fields are used to select the CSV column to be used for each field in the Process Step.
Click the Merge Fields icon to display the list of available Merge Fields.
Column Headings will be displayed in the Trigger Data section of the Merge Fields window. Click the relevant Merge Field and press Save. The Merge Field will be displayed in the Step for the relevant field.
Additional Field Considerations
The following fields should be configured as required for the practice.
Users can select a Client Group name from the imported file by selecting the relevant Trigger Data Merge Field.
If the Client Group from the file does not already exist in FYI, the Client Group will be created at the same time as creating a new client.
When selecting a Cabinet in the Create Client step, you will only be able to select a cabinet from the drop-down field. This will apply the same cabinet to all clients.
When emails and documents are AutoFiled, this cabinet will be selected if the Client AutoFile settings are used.
When setting the Client Partner and Job Manager, you can use the Merge Fields to select from the Automation Initiator, the user importing the file using the Automation, or Trigger Data from the CSV Import File.
If the same user will be assigned to all imported clients, select the user from the Partner or Manager drop-down, rather than using a Merge Field.
Previewing and Running the Process
The Custom Process can be run from Automations - Processes by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.
Data will only be imported into FYI when the Automation Process is tested (a single entry only) or when the process is run (all CSV files in the selected Document View, up to a total of 10,000 rows).
A preview of the import will be available when testing and running the Automation process. If any of the rows contain invalid data, click the link to download the Error Report. Update the CSV file to correct the data as required before running the import.
Review the Process History
When a Process has been run, you can review the status and check what was processed. The Process can be reviewed by opening the process and clicking the History tab. Refer to Automation History.