The power to transform your accounting practice - A guide to implementing FYI - fyidocs.com - FYI Docs
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The power to
transform your
accounting
practice
A guide to implementing FYI
FYI Onboarding guide 1
fyidocs.com
Contents
“We have been
using FYI for a week,
Introduction 3
and the time saved
Transforming your practice 4
The onboarding process 7
already outweighs
Creating your project team 9 the initial costs.”
Discovery 10
Migration 11 REBECCA REABURN – TOOHEY REID
Configuration 14
Training 15
Help when you need it 17
Your questions answered 18
FYI Onboarding guide 2
Introduction
“The transition from
MYOB AE to FYI was
Moving to the cloud with FYI seamless, and the
- made easy
Changing your document management system FYI team walked us
may seem like a difficult undertaking – but it
doesn’t have to be. through every step.”
This handy guide covers everything you need to
know to get the power of FYI working for you.
REBECCA REABURN – TOOHEY REID
It explains our simple onboarding process
and its four key phases: Discovery, Migration,
Configuration and Training. With assistance
provided at every turn, the process is easy.
We’ve spelled out all the steps, and outlined Go Live in as little as 4 weeks
exactly how we work together to make sure
your implementation goes smoothly and your No downtime for your team
practice doesn’t miss a beat.
The FYI Client Success team will provide an Migrate documents with critical
assisted onboarding plan to suit your practice, filing details intact
and guide you through each stage.
Minimal input required from you
Over 400 leading accounting firms have transitioned to FYI,
with more onboarding every day.
FYI Onboarding guide 3
Transforming your
practice
A new breed of online document Manage everything in one place, with
management – built for accountants shared client workspaces – accessible
Take practice visibility to the next level from anywhere, at anytime.
Know where every client and jobs stands, with
centralised storage of client emails, documents,
phone call records and meeting notes. Structured
filing rules make them available to your team and
accessible in an instant.
Automate the creation and filing of client emails Client story:
Turn a giant time-waster into a big time-saver,
with instant access to every client email, self-
22% jump in recoveries
filing emails and attachments, and standard
Practice: PJS Financial
emails created in seconds. Deep integration with
Microsoft 365 means you can assign a task, initiate Established: 35 years
a workflow or add comments to an email to share Locations: 2x offices in Tasmania
with your team – all without leaving Outlook. Size: 14 staff
Create and file documents in a flash Legacy system: MYOB AE
Use practice templates to create standard Move to the cloud: XPM (Feb 2018)
documents in the blink of an eye, merging client FYI (Feb 2019)
data from your practice management system. Get
hyper-productive in Office, filing documents and PJS Financial were seeking increased
assigning tasks without leaving Word, Excel or efficiencies but had been on their legacy
PowerPoint. Link, view and share documents faster, systems for 30+ years. The team was set in
with single mouse clicks for a range of powerful their ways and had concerns about change,
document actions. but moved from MYOB to Xero Practice
Manager, and then adopted FYI a year later.
Speed up document retrieval, practice-wide
The practice went backwards initially – from
Save time and be more productive with the
118% recovery to 100% in the first 12 months.
ability to instantly locate emails, documents
But the following year, recoveries jumped
and client interactions securely in one platform.
up to 145%. The practice saw a 22% increase
Navigate seamlessly between group, client and job
upon historical recoveries within the first
workspaces, and use powerful search tools to find
3 months of year 2. As an added bonus, PJS
the right documents faster.
staff can now also work from home.
Take client relationships to the next level
“Now the staff have had 15-18 months
Synchronise with your practice management worth of change, they’re just like
software to maintain a single source of truth for “yep, sure, what's next?” ”
client data. Make collaborating on client work easy
with a dedicated workspace for each client that
provides an up-to-date summary of each client’s SAM HORSMAN
affairs – in one shared place for your team. Access Business Principal and Partner
emails, documents, jobs, recent interactions and
outstanding tasks for each client or group, with
customisable client views to suit your practice.
FYI Onboarding guide 4
“FYI’s jobs board
will completely
Manage every-day work so much
more efficiently
transform the way
Delegate and manage tasks with ease we manage our
Delegate tasks effortlessly without leaving Outlook
or Office. Add tasks to any email, document,
workflow, reports
phone call record or meeting note, with clear to-
do lists for every team member. Share task lists
and meetings. It’s a
and use comments and notifications to enhance
collaboration and efficiency.
real game changer!”
Workflows that make your whole practice more
efficient and responsive ADAM WILSON, PARTNER – WILSON ACCOUNTING
Speed up the review and approval of documents to
improve your workflow and get more done faster.
Control approvals and service quality, save time
with electronic signatures and know the workflow
status of any document.
Discover new ways to collaborate
Co-edit documents with your team and clients,
share documents with clients securely and deliver
exceptional client service.
Work with Xero Practice Manager Jobs in FYI
Automatic two-way sync with Xero Practice
Manager means you can maintain jobs from within Jobs Board
FYI. File emails and documents to XPM jobs, work
from a dedicated job workspace, and keep track
of time spent versus budgeted without leaving
FYI. Kanban-style job boards make it super-easy
to visualise work, update job states and see where
bottlenecks might be arising.
Take the pain out of time recording.
Generate pre-populated time sheets that can be
completed in just a few clicks – and automatically
sync to XPM. This can save an estimated 15 minutes
per user per day.
Updating Time Sheets
FYI Onboarding guide 5
Automate your practice to make every
second count for more
Automate documentation, filing,
communication and other repetitive
tasks and free up time to concentrate
on high-value services.
Leverage sample processes to get started
Auto-capture and file your client’s latest tax returns
from Xero Tax. Import client ledger reports with
a single click, and auto-file in FYI for easy access.
Auto-import and file tax assessments from the
ATO, and documents from BGL, NowInfinity and a
growing number of accounting practice apps.
Create your own custom automations Recover more time in more places,
Use FYI to automate any repetitive, multi-step with seamless integration with
task across client service, marketing, admin or
HR. Control when automations run and configure
partner apps across the accounting
process steps to suit your practice, saving countless industry.
hours on routine work.
Automation Dashboard
FYI Onboarding guide 6
The onboarding
process
Or, how FYI likes to make your life easy! We’ll always do our best to onboard
A no-cost Discovery Meeting is the first step to you as quickly as possible. Please
develop an onboarding plan for your practice. Our allow at least 4 weeks for onboarding,
Client Success Team learns all about your practice
and formulates an onboarding strategy to meet
depending on availability and your
your unique requirements. practice’s specific requirements.
Figure 1: Outline of the onboarding process
3 weeks before 2 weeks before 1 week before 1 day before 1-2 weeks after
As available Go Live Day
Go Live Go Live Go Live Go Live Go Live
1. Discovery Meeting
See page 10
2. Kick-Off Meeting
3. Mapping and
Migration Meeting
See page 11
4. Admin Training
Session
See Fig.2
5. Final Checkpoint
Meeting
6. User Training
Session
See Fig.2
7. Go Live Day
8. Live Q&A Session
See Fig.2
1 3 4 5 6 7 8
• Your practice • Finalise FYI Cabinets • Configure FYI to • Review of initial • Preparing to Go Live • Document • A session for your
requirements and Categories your practice needs document refile • Navigating FYI migration is team to ask questions
• Your current with guidance and • Post Migration complete to help them get the
• Data mapping • Building your
Document training from FYI Admin most from FYI.
and synching Foundations
Management setup experts
• Use the FYI Migrate • Finalise Practice
• Considerations for App to start syncing Set Up
A series of
migrating data to FYI documents from
your legacy DM store Success
to FYI Meetings can also
2 be booked after
• Schedule your Go Live Go Live to make
date After the Mapping sure everything is
• Develop a Training and Migration working smoothly.
Plan for your team Meeting, the FYI
• Book in future team will complete
meetings and training the initial refiling of
sessions your documents.
Following the
Discovery Meeting,
the FYI team will
provide you with a
tailored Onboarding
Proposal, including
project fees for your
approval.
FYI Onboarding guide 7
Training sessions
Onboarding includes a series of training sessions
that build on each other, moving your practice
towards making the most of FYI in easy steps.
With special sessions for Admins and Users,
everyone and everything is covered. And the FYI
client success team is always on call to answer any
questions along the way.
Figure 2: Training sessions that build on each other
Training session 3:
Live Q&A
Training session 2: A session for your team to
Users ask questions to help them
Training session 1: New users grounded in get the most from FYI
Admins best practices and how to
maximise efficiency
Learn how to configure
For more detail on what each session
FYI to the precise needs covers, see page 15.
of your practice
FYI Onboarding guide 8
Creating your
project team
To ensure your practice embraces transformation,
we encourage you to nominate a Project Leader
and one or more FYI Champions. Your champions
should be technically competent, fast learners and
relatively senior so that they can make decisions
and provide direction to other team members.
Empowering these project champions will help
to ensure you get the full benefits of FYI’s existing
features and evolving process automations, which
will maximise the value of FYI to your business.
Role and responsibilities of your
FYI champions
• Get familiar with FYI’s full feature set
• Assist with set up and configuration to suit
your practice
• Develop an in-depth understanding of how
FYI functions
• Assist when you are ready to onboard the rest
of your team
• Respond to minor queries and trouble-
shooting, using the FYI Help Centre as a point
of reference
• Monitor and drive internal acceptance of FYI
across your practice to ensure ongoing return
on investment.
Creating your project team
FYI Onboarding guide 9
Discovery
A Discovery Meeting is the first step in developing
an onboarding plan for your practice. It allows
us to learn about your practice and recommend
an onboarding strategy to suit your unique
requirements. At this meeting, we’ll explain the
onboarding process and discuss pricing options for
assisted onboarding services.
Discovery Meeting Agenda
At your Discovery Meeting, we’ll ask the following
questions. Please make sure to have any relevant
information on hand.
About your practice:
• How many potential FYI users in your practice?
• How many office locations does your
practice have?
• Are you already using Microsoft 365?
• What practice Management Software are
you using?
Your current document management set up: Visit fyidocs.com to book a discovery
• Where are your documents currently stored?
meeting with the FYI team.
• What is the size and structure of your historical
documents?
• How consistent and disciplined are your
client files?
Migrating data to FYI:
• How many GB or TB of documents do you want
to migrate to FYI?
• Would you like to migrate non-client files
to FYI?
• Are you open to modifying your existing filing
structure to adhere to FYI best practice?
Answering these questions will help us understand
your current circumstances and determine how
much assistance your practice may need with
configuring FYI, change management and live
training.
Following this meeting and before we proceed,
we’ll provide you with an onboarding proposal
for your approval.
FYI Onboarding guide 10Migration
The successful migration of your historical
documents to FYI is a fundamental part of
We have successfully migrated data from:
onboarding.
To determine the right approach, we’ll consider • MYOB DM • Virtual Cabinet
your legacy system, filing structure and any • SuiteFiles • CCH
specific requirements. • SharePoint • Handisoft
The table below shows the data we can extract • HowNow and • Google Drive
from your legacy system and migrate across to HowNow X • DropBox
FYI. The final result depends on the discipline of • Windows Explorer • Box
your existing folder structure. The FYI team will • Nimbus • OneDrive
work with you to coordinate data migration with
an agreed Go Live date. We aim to deliver a clean
transition, with access to all your documents
from day one.
Data that can be migrated to FYI:
Folder-Based
MYOB Virtual Cabinet iManage HowNow
Systems
Client
Year
Document Name
Document Type
Date Created
Date Modified
Group
Cabinet
Work Type
Workflow
Thread
FYI Onboarding guide 11The Migration Process Explained Clients/Bobs Burgers Pty Ltd/2020/Workpapers/2020 ITR Workpapers.docx
Migrating data to FYI consists of four We capture each migrated document’s file
basic steps: path and record this as a searchable field in
FYI. You can access it using the Source Path
1 Data Mapping column in the Documents list.
This step involves the mapping of document
folders from your historical source into FYI.
Your Onboarding Consultant will review your
current filing structure and help you create a best Starting the Migrate app 2 weeks
practice filing structure for FYI.
before Go Live allows the FYI team
• We auto-match Client Names (if it matches a
Client Code, Export Code or Client Name from
to complete an initial refile of your
Xero Practice Manager) and Years documents. After a review with your
• Documents are refiled in specific Cabinets project team, a final refile of your
based on your filing structure or filed to a documents will be completed after
‘pre FYI’ cabinet.
the migration cut-off date.
2 Data Migration
Use the FYI Migrate App to initiate live continuous
syncing of your data – including any newly created
or edited documents – from your legacy DM store
to FYI.
• Your team will still have access to your existing
DM system and can edit or create documents
as usual.
• There is no downtime for your practice.
• Your documents will be imported into FYI and
filed to your specified Cabinets.
A Migration Cut-Off date will be agreed upon as
part of your onboarding plan. This is usually 5pm
one business day before your Go Live date.
Documents created and edited after the agreed
cut-off date will need to be saved locally and can
FYI Migrate App
easily be imported into FYI after your Go Live date.
FYI Onboarding guide 12“Transferring our
files onto the FYI
3 Go Live Day
platform was easy,
Document migration is complete. The historical
documents you specified have been imported into and we have been
FYI and filed.
pleased with the
4 Post Migration Admin
Perform a few simple admin tasks to ensure your easy access to
records and use
documents are stored in FYI effectively.
• Resolve unmatched clients
• Identify archived clients of templates for
• Bulk update each Client’s default filing
standard letter and
email generation.”
BILL MANCER, DIRECTOR,
RISE ACCOUNTANTS LIMITED
Documents
FYI Onboarding guide 13Configuration
Below is a helpful summary of tasks involved in the
set up and configuration of FYI. Your Onboarding FYI is pre-loaded with ‘best practice’
Consultant will cover these items with you before configurations to help you get started.
your Go Live date. These include:
• Defaults for Filing Cabinets and Categories
Initial Setup:
• Default User Groups
Before migrating historical documents, we • Sample Templates and Stationery
recommend reviewing FYI’s default configurations • Pre-activated Process Automations
and making any adjustments necessary to suit
• Default Practice Settings
your practice. This will create your filing structure,
allowing you to determine which users can access
which documents.
This includes setting up:
• Cabinets and Categories - to create your
filing structure in FYI
• User Groups - to control access to cabinets
and assign admin functionality
• Active Users - these will automatically sync
from your Practice Management software
Configuration:
We also recommend you set up the following before
implementing FYI across your practice. This will
ensure your templates and stationery are ready and
allow you to check your user and practice settings
before inviting users to start using FYI.
These items are all covered in your training session
on Administering FYI for your Practice.
• Templates and Stationery – practice letterhead,
email signatures, email and document
templates.
• Email Settings and Defaults – AutoFile settings,
nominating primary clients, default filing,
shared in-trays.
• Document Views – default views, new views,
starred documents.
• Jobs – Job states, correct set up for your
Job Board.
• Collaborate – configure OneDrive and
Collaborate settings.
• Apps & Integrations – connect all relevant apps.
• Automations – activate and configure sample
automations.
FYI Onboarding guide 14Training
“This has been the
easiest transition
Live group training for FYI users and administrators
will help your team hit the ground running. This that I have ever
training is customised to suit your team and
practice, with FYI specialists providing pointers experienced in
on using FYI for your unique work processes and
procedures. moving systems.
Standard topics include: You have done a
Administering FYI for your practice great job in getting
• Managing Templates and Stationery
• Practice Settings us prepared. Our
• Automating Your Practice
staff are now using
Navigating FYI
• Main Menu options FYI and really love it.”
• Your Home Workspace
• Your Client Workspace
JOS PEMBERTON, ADMINISTRATOR,
• Using Document Lists AVID BUSINESS AGENCY (NZ)
• Displaying the FYI Drawer in FYI,
Outlook and Office
Building your Foundations
• Learning the Essentials
̵ Default Settings and Automations
̵ Using the FYI Drawer Completing these few simple tasks will
ensure each new user is set up use FYI
̵ Using the + new button
• Finding Information in FYI • Installing your FYI Add-ins
• Filing your first email from Outlook
̵ Searching for documents
• Creating your first letter in FYI
̵ Navigating workspaces to locate
• Delegating your first task in FYI
documents
• Document Management Fundamentals
̵ Uploading documents Advanced training sessions available
̵ Opening and editing documents in FYI on request
• Filing Emails from Outlook Templates
We also recommend scheduling a Live Q&A Custom Process Automations
Session to help your team get any questions
answered. Just ask your Onboarding Consultant, Collaborate
and they’ll arrange it.
FYI Onboarding guide 15Help when you
need it
The FYI Help Centre provides everything you need
to know, from introducing your team to FYI to
onboarding the entire practice.
Technical Support Help Centre
Support is included in your monthly subscription Visit the FYI Help Centre to access our growing
at no extra cost. Our technical support team is library of help articles, release notes, video tutorials
available during business hours to answer your and other resources that will help you use FYI to its
queries. If you need help, simply email full potential.
support@fyidocs.com. For more complicated
issues, we’ll initiate an outbound call.
FYI User Community
Join the FYI User Community to learn more about
features and best practice, share insights and ideas,
and ask questions to ensure your practice is getting
the most out of FYI.
FYI Onboarding guide 16Your questions
answered “The system we used
to have just didn’t
Getting Started
have the same level
Are there any prerequisites for using FYI?
Yes, there are two prerequisites for using FYI in
of integration that
your practice – Microsoft 365 and Xero Practice
Manager.
Xero and FYI…could
FYI is deeply integrated with Microsoft 365 to
deliver email and document automation. Microsoft
provide to us.”
365 Business Standard is the minimum licence
required to edit documents from FYI using the SAM HORSMAN BUSINESS PRINCIPAL
desktop versions of Office or Outlook. We cannot AND PARTNER, PJS FINANCIAL
guarantee optimal performance if you are using
volume licensed Office products.
Integration with Xero Practice Manager allows
you to sync your clients, client groups, team, jobs
and time without maintaining data in multiple
locations. If you do not have Xero Practice
Manager, you can set up FYI by using Xero Tax.
But in this instance, FYI will only sync your Clients.
What can I do in FYI during the 30-day
Free Trial?
The entire feature set of the FYI pro plan is available
to explore during your free trial. Start by creating
sample letters, importing and filing emails,
delegating tasks and most importantly, activating
automations. This is where your step-change in
practice efficiency and client service really kicks in.
Two automations are activated for you in FYI at
the start of your trial – Email AutoFile and Xero
Practice Manager Sync. You can explore all of the QUICK TIP #1:
sample automations that come shipped with FYI Ensure you have installed the FYI Add-ins
and configure them for your practice – or start for Office and Outlook and optimised your
creating your own custom processes. computer for use with FYI.
What happens when the trial period ends? QUICK TIP #2:
If you choose to subscribe to FYI at the end of You may also wish to import a batch of
your trial, all the emails, documents, settings documents, to work with inside of FYI.
and integrations you’ve added remain available
when you Go Live. If you choose not to subscribe,
Explore FYI’s complete feature-set in a
simply download your documents, and your entire
30-Day Free Trial
account and data will be permanently deleted.
• No obligation
• No need to migrate all your docs first
• Operational in minutes
FYI Onboarding guide 17“FYI has been a huge
boon for our practice
Onboarding
given the challenges
Is there a cost associated with the FYI
onboarding process? around COVID. We
Yes – the FYI Client Success Team will develop
an assisted onboarding plan to make sure you
are comfortably
transition smoothly and hit the ground running.
Our onboarding specialists will guide you through
able to send the
the migration of your historical documents and
FYI configuration and set up. Then, they’ll host live
majority of our staff
group training sessions customised to your team
and practice. Pricing for our assisted onboarding
to work from home
services varies depending on the size of your firm
and the complexity of your data migration and
thanks to your great
project management needs.
software.”
Do I have to commit to a long-term contract?
Nope! There are no long-term contracts required ALISTAIR SCANLON, PARTNER –
with FYI. Your account is a month-to-month SCANLON RICHARDSON ACCOUNTING
commitment.
How do I know which plan is right for my
practice?
Our Starter plan provides instant results with a
more efficient way to manage emails. Upgrade
to Intermediate to access FYI’s unique blend of
document management and CRM. Advance to
Pro to access all features, including advanced
automations. You can upgrade your account any
time you like. Over time, almost all practices end up
on our top plan due to the efficiencies it brings.
Do we need a consultant to assist us with
implementation and training?
If you would prefer to work with a consultant for
implementation and training, we have a range of
Onboarding workspace
independent experts to choose from.
FYI Onboarding guide 18Data Migration
How complex is the data migration process? How do you match our client folders to clients in
It’s easier than you might think. We have built-for- XPM? What if they don’t align?
purpose tools and have onboarded hundreds of We match client folders to XPM through a name,
practices to FYI from a variety of legacy systems. client code, export code or XPM ID. If we are unable
When it comes to document filing structures, to find a match, we will create an ‘unmatched
we’ve seen pretty much everything. client’. You can then match these clients to XPM
using our ‘Resolve Clients’ function. This makes it
How long does it take to migrate my easy to correct slight misspellings across hundreds
documents? of client folders.
This depends on data volume and internet
connection and could take anywhere from a few What happens to archived client data
hours to over a week. The assisted onboarding on migration?
process can take as little as 4 weeks, depending on If the client is archived or not in XPM, we
availability and the amount of preparation required. will create an unmatched client for these
documents. This unmatched client is not linked to
What data is migrated along with my a client in XPM but will always be accessible in FYI
documents? from the archived clients’ section.
In most instances, we can extract data such as
document name, type, date created and date Who owns our data? And if we decide to cancel
modified, and migrate it across to FYI. Depending our subscription, can we export our documents?
on your legacy system, we may also be able to Your practice always owns your data. If you want
migrate the client, group, cabinet, year, work type to leave at any time, anyone with the role of
and more for each document. administrator can download your documents
in a logical folder hierarchy representing critical
Can I maintain my existing folder structures? metadata.
FYI takes a database approach to data storage and
is not folder-based. However, we can replicate your
existing filing structures to reduce the impact of
change experienced by your staff.
Do I need to prepare my data beforehand?
It is helpful to have all client folders at one level
of the folder hierarchy before migrating to FYI.
However, it is easy to cleanse your data after
migration using FYI’s refiling tools.
Can I maintain my existing MYOB cabinet and
category structures?
Yes. We can sync both the MYOB documents and
the MYOB database.
Filter Drawer
FYI Onboarding guide 19“Changing document
management systems was
a huge call for our practice.
It wasn’t until we came
across FYI that we were able
to make the right decision.”
SAM HORSMAN, PRINCIPAL - PJS FINANCIAL
Visit www.fyidocs.com to book your
discovery meeting today.
FYI Onboarding guide 20You can also read
