FYI IMPLEMENTATION GUIDE

DESIGNED EXCLUSIVELY FOR XERO PRACTICES FYIDOCS.COM

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Self-Implementation Guide

Table of Contents

The FYI Approach to ImplementationA step by step guide to self-implementing FYI in your practice

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Beginning Your JourneyStart a trial, onboard your champions, ready the practice

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Choosing Your FYI PlanBest place to start, activating your subscription

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FYI Implementation Project PlanEnsure a smooth roll out across your practice

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Launching Email ManagementThe logical place to start for immediate benefits

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Upgrading to Document Management and CRMHave a perfect client file every time

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Going Pro With Process AutomationWelcome to the future

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THE FYI APPROACH TO IMPLEMENTATION

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A step by step guide to implementing FYI in your practice

So easy, you can DIY

At FYI we believe in doing things differently. In the age of the cloud we believe that an accounting practice should be able to implement a core system such as Document Management with minimal change management and zero downtime.

By synchronising your Client and Staff data with Xero Practice we are removing the barriers to entry and enabling accounting practices to ‘do-it-for-themselves’.

The following guide leads you through a self-implementation of FYI, with a focus on delivering instant value to your practice.

By following the FYI ‘stepped-approach’ you will smoothly transition your practice to completely managing your client documents and interactions in the cloud.

From initial trial, to onboarding practice champions to roll out across the entire practice, this guide steps you through the process.

Self-Implementation Guide

Implement FYI in your practice without the need for consultants

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Getting Started Guide

Managing ChangeAlong with client accounting, tax and practice management, document management is a core competency within any accounting firm. Managing change effectively for your team is key.

We have deliberately engineered FYI to allow for incremental onboarding of features. Given the transformation to the way a practice operates, we believe this phased approach will ensure a smooth process and set your team up for success.

1) BEGINNING YOUR JOURNEY: This is where you get started. Begin a FREE 14-Day trial, then synchronise your client, contact and staff information in Xero Practice Manager with FYI. During the 14-Day trial period we suggest that you review the ‘Best Practice’ set-up and onboard your practice champions.

2) EMAIL MANAGEMENT: Starting with email will allow your team members to get used to key concepts in FYI such as filing categories, using templates and how to retrieve client information. At this stage you can also introduce the concept of tasks and how information can flow through your practice.

3) DOCUMENT MANAGEMENT AND CRM: Your practice will now be ready to take the next step to document management. Start creating and filing office documents, while also maintaining client interactions. Now is a great time to import existing documents and begin using FYI to distribute your daily mail.

4) PROCESS AUTOMATION: To be released in early 2019, Process Automation will take care of many of the repetitive tasks in your practice. Items such as collating source documents, filing invoices and notifying clients of tax assessments, will happen for you. When available, Process Automation will be the final step of your implementation.

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More Help When You Need ItWhile this guide focuses on implementation, there are always more resources available via the FYI Help Centre:

https://fyidocs.zendesk.com/

Here you will find detailed articles covering:

• Email Management• Document and Client Relationship Management• Search and Retrieval• Task Management• Workflow• Administration

The FYI Help Centre also includes Getting Started Guides that you can share with your team (here) and Tutorial Videos –that can be viewed at any time:

• Getting Started with Email Management (link)• Creating Documents and Client Interactions (link)• Managing Documents Like a Pro (link)

If you require further assistance email support@fyidocs.com.

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Handy Resources For Your Team

BEGINNING YOUR JOURNEY

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Start a trial, onboard your champions, ready the practice

Beginning your journey…

Every project needs to start somewhere, and with FYI you start with the FREE 14-Day Trial. The trial gives you complete access to all FYI features, with the added bonus of using your own client and team information instantly synchronised from Xero Practice Manager.

The set-up process is simple, and you will be up and running in under 10 minutes. There is no credit card required, all you need is:

• A software API key generated from Xero Practice Manager• An active Office 365 subscription

To get started, simply visit www.fyidocs.com and click the ‘FREE 14 DAY TRIAL’ button.

The steps on how to generate your API key and a short video stepping you through the set up process can be found in this FYI Help Centre article (click here).

Ensure you have your API Key and an active Office 365 account before starting your trial.

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‘Best Practice’ Defaults

As FYI is built by accountants and for accountants, it comes pre-loaded with what we believe are ‘Best Practice’ defaults for the cabinets and categories

During the registration process for your trial you can review the defaults.

• CABINETS: Reflect the needs of the practice, with security applied to restrict access to specific documents.

• CATEGORIES: Are meta-data tags used when filing documents. The defaults have been set-up to reflect the differing types of client work delivered and financial year.

TIP: We recommend amending the defaults to suit your practice needs once you have completed registration.

Your Team

During the trial set-up you can flag the team members that you wish to have as FYI Administrators. This simply updates the FYI settings and does not send invitation emails.

Your team's settings can be updated at any time.

FYI comes shipped with 'Best Practice' default settings.

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Installing Office 365 add-ins

The final stage of the install is to add the FYI apps to both Office and Outlook via the Microsoft AppSource. At this stage you are performing this task for your individual Office 365 account.

To avoid this step for the rest of the users in your practice you can implement the add-ins for your firms Office 365 subscription. Full instructions on how to do this are included in this article (click here).

Note; We suggest you perform this task once you have completed the FYI set-up and before you begin inviting further users to FYI.

Leverage the full power of Office 365 by adding the FYI apps and installing FYI for Desktop.

FYI Desktop AppAt this point you also need to install the FYI Desktop App:

1. Click Download Installation2. Run the fyiinstaller.exe following the prompts

TIP: This step needs to be completed on every workstation. Instructions for each of your users is detailed later in this guide.

Self-Implementation Guide

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Set-Up Complete

Your set-up of FYI is now complete.

To check that the synchronisation process from Xero Practice Manager has completed correctly:

1. Click Clients in the top menu

2. Your client list will be displayed

3. Search by client name to display address and contact details for any chosen client

All of your contacts will be synchronised automatically from Xero Practice Manager

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PRACTICE CHECKLIST

CONFIGURING FYIFOR YOUR PRACTICE

q Manage Cabinets and Categories

q Create User Groups

q Confirm Active Users & allocate Team Members to User Groups

q Confirm Auto File settings for email

q Create email templates

q Add ‘Unallocated’ client to XPM

SYSTEM TEST

q Verify Xero Practice Manager integration

q Review first batch of FYI emails

q Create test email

ONBOARD CHAMPIONS

q Appoint and onboard FYI

q Complete filing of all recent emails

q File and retrieve email for a week, ensuring configuration correct

Beginning Your Journey

Getting the most from your 14-day FREE Trial

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The free trial period is designed to give you access to all of FYI’s features, before deciding which plan is right for your practice.

We recommend using your first 14 days to configure FYI for your practice and appoint a small number of ‘champions’ to start familiarizing themselves with FYI’s many features.

During the Trial you have access to all of the features and functions available in all of the FYI Plans.

The role of ChampionsTo ensure your roll out is a success we encourage you to include a core group of Practice Champions during the Trial period. The champions can assist in ensuring FYI is set up to meet the needs of the practice and core workflows are mapped out.

The Champions will be ‘ahead of the curve’ in terms of understanding how FYI functions, and will be able to assist when you are onboarding the rest of the team.

Follow the above check-list during the 14 Day Trial

Tip; This checklist does not include document templates and stationery, which are covered in the Document Management

section of this guide.

Configuring FYI

You are ready to configure FYI for your practice, includingcabinets, team and security. While you can find detailed instructions for each of these tasks by visiting the Administration section of the FYI Help Centre, the following section provides an overview of what is required.

Cabinets store documents according to the broad divisions of operations within the practice. FYI comes shipped with best practice default cabinets, including;

· Client Files· Partner Files· Practice Admin· Training

You can configure the number of cabinets and the naming conventions applied to suit your practice. (Help Centre Link).

Categories are the way documents are tagged to create a filing structure. Each practice can configure Categories depending on their specific requirements, for example, Tax, Audit, Administration and more. (Help Centre Link).

Beginning Your Journey

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1. Managing Cabinets and Categories

Add or remove Cabinets to secure certain document types

2. Creating User Groups

In general, there are at least three user groups within a practice:

• Partners• Administrators• Accountants

You can add User Groups and select the Cabinets each group are to see. (Help Centre Link).

Each Team Member must be flagged as Active or Inactive, with all Active users added to relevant User Groups within FYI.

Inactive Users are those who do not need to access FYI and will not be included in your monthly billing calculation. . (Help Centre Link).

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3. Confirming Active Users and allocating Team Members to User Groups

Beginning Your Journey

User groups are configured to match the roles in your practice.

Mark any Team Members as ‘Inactive’ who will not be using FYI

4. Confirming Autofile Settings for EmailAutofile Settings define your ‘filing rules’ that dictate how the auto-filing of emails from Outlook is to be managed. Configure these rules according to the preference for your practice.

Options include;

• Email auto-filing > emails from all users Outlook inboxes are automatically filed into FYI.

• Exclude non-client email > excludes any emails that have not been sent by clients

• Exclude internal emails > excludes any emails sent by yourinternal team

• In tray review > allows each user to review auto-filed emails before they are shared with the entire practice. This review can be completed via Outlook or within FYI.

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The in-tray review gives a user the opportunity to read an email before it is released to the practice

Beginning Your Journey

(Help Centre Link)

5. Creating Email Templates

Creating templates in FYI to be used across the practice will drastically improve productivity and quality controls. They ensure that everyone in the practice is corresponding with clients using the latest wording and that where possible, client information is automatically added via merge fields.

Email Templates can be created utilizing both standard test and client merge fields.

FYI comes with an email template editor, that includes rich text formatting and the ability to add hyperlinks. (Help Centre Link).

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Create email templates using the FYI editor

Beginning Your Journey

6. Add ‘Unallocated’ client to Xero Practice Manager

Often when scanning incoming mail, the team member performing the scanning function may not know who to file scanned document against. In this instance, documents need to be temporarily filed against a default client, awaiting final filing by another team member.

To assist in this process, we recommend that you create an 'Unallocated' Client in Xero Practice Manager.

To facilitate this process it is required that you create a client called ‘Unallocated’ in Xero Practice Manager. . (Help Centre Link).

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An ‘Unallocated’ client can be used when filing the daily mail.

Beginning Your Journey

Getting Started Guide

Invite Your ChampionsOnce you have completed the Practice Configuration, you can invite Champion users. The champions will assist in trialling functionality and will assist in gaining ‘buy-in’ from the rest of the practice. To begin, each Champion must:

• Go to www.app.fyidocs.com• Enter Windows Credentials

Each of the Champions must complete the FYI Desktop Installation

1. Click on Settings> Install2. Run the fyiinstaller.exe following the prompts

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TIP: Make sure you share a link to the FYI Getting Started Guide with each new user (click here).

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The Role of ChampionsNow your Champions have been invited, ensure they use the system to confirm that your configuration has been completed successfully:

• Check that all client emails sent to you over the last month are visible in the FYI In Tray

• File the client emails you wish to retain in FYI • File and retrieve email for a week, ensuring configuration

correct

CHOOSING YOUR FYI PLAN

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Best place to start, activating your subscription

Which FYI plan to start on?

Our STARTER plan is where most practices begin their FYI journey and will provide instant results with a more efficient way to manage emails.

• Automatically file every client email with Outlook.• Delegate and manage tasks across the entire

practice.• Access email templates with merge fields to

increase productivity.

Choosing Your FYI Plan

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We have deliberately engineered the FYI service to allow for incremental onboarding of features. Given the transformation to the way a practice operates, we believe this phased approach will set your team up for success.

Once your team has mastered email management practice-wide, you will be ready to upgrade to theINTERMEDIATE plan to access FYI’s unique blend of document management and CRM.

• Standardise your output and enforce filing across your practice.

• Have a complete client file, capture every interaction and meeting.

• Search, sort and filter for a complete view of the client or group.

Process automation and workflows are where the step-change in practice efficiency and client service really kicks in. Advance to FYI’s PRO plan to access all features, putting your practice at the fore-front of process automation.

• Automate document creation, email communication and filing.

• Integrate your practice directly to clients.• Digitally review and approve documents

before they leave your practice.

The Starter Plan is a logical place to start as it solves an immediate problem within a practice where email is not currently shared or saved to the client file. It also provides an introduction to FYI without having to understand the nuances of using digital stationery or document approvals.

More advanced practices who may already be running systems for email, document management and/or CRM can explore FYI's full feature set during the 14-day trial, then jump straight to the FYI Intermediate plan. This would minimise the time required to manage duplicate systems in transitioning to FYI.

In this instance, we still recommend implementing email management first, but you may only require a few days before rolling out full DM and CRM functionality.

Activating your FYI subscriptionOnce you have completed your FREE 14-Day trial, you will need to select an FYI Plan that suits your business. This is done by an FYI Administrator clicking Settings> Upgrade Plan and selecting one of the following:

1. Email Management ($5 Per User Per Month)2. Document Management and CRM ($25 Per User Per Month)3. Automation and Workflow ($50 Per User Per Month)

All prices are inclusive of GST and are quoted in Australian Dollars.

Note; you can upgrade your plan at any time.

Getting Started Guide

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Adding your Credit CardOnce you have selected your plan, scroll down the page to review your monthly commitment based on your user numbers.

Note; you have the ability to mark users that are not accessing FYI as ‘Inactive’. Inactive users will not be included in your monthly billing calculation (click here for more details).

4. Confirm you user numbers and preferred FYI plan5. Enter your credit card details6. Click 'Update Billing Details'

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FYI Implementation Project Plan

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Ensure a smooth roll out across your practice

FREE Trial Starter Intermediate Pro

All plans FREE for the 1st 14 Days. Onboarding Champions is the key to success

Rapid adoption. Instant Benefits When all staff are using FYI proficiently for email management you are ready to step up

Available in early 2019

Objective Begin your journey Launch Email Management Step-up to Document Management & CRM Go Pro with Process Automation

Tasks

q Configure FYI for your practice

q Perform system tests

q Appoint and train FYI champions

q Install FYI Apps for all users

q Email Management Training

q Monitor progress

q Configure Practice Templates and

Stationery

q Plan and migrate historical documents

q Document Management Training

q Monitor progress

q Configure process automation

q Train team

Outcomes

✓ Explore all FYI features

✓ Onboard FYI Champions

✓ Select your FYI plan

✓ Develop your practice roll-out plan

✓ Automatically file every client email

✓ Delegate and manage tasks across the

practice

✓ Access email templates with merge fields

to increase productivity

✓ Standardise your output and enforce

filing across the practice

✓ Have a complete client file, capturing

every interaction and meeting

✓ Search, sort and filter for a complete

view of the client or client group

✓ Automate Tax Assessment

correspondence

✓ The instant import of client invoices

from Practice Xero Ledger

✓ Batch set of reports from your clients’

Xero ledger at year end

✓ Capture documents from your client’s

OneDrive and DropBox

Getting Started Guide

Week 3- 4 Week 5 – 6Week 1- 2 Week 8+

FYI DIY IMPLEMENTATION PLAN

Recommended Timeframe

LAUNCH EMAIL MANAGEMENT

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The logical place to start for immediate benefits

Upgrading to DM and CRM

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You are now ready to invite the rest of your team to managing email with FYI.

As you have already configured FYI during the 14 Day Trial Period and have been running email Management with your Practice Champions, there is no further configuration to be completed.

Simply invite your team to log in to FYI and start using FYI to manage email and delegate tasks.

Launch Email Management

PRACTICE CHECKLIST

INVITE THE TEAM q Send invitation to all team members

STAFF TRAINING

q Tutorial Video – Getting Started with Email Management Tutorial

q Tutorial Video – Using Tasks in your Practice

q FYI Help Centre

GO LIVE q Monitor progress

Checklist for FYI practice administrators : Upgrading to Document Management and CRM

Getting Started Guide

Invite Your TeamOnce you have configured FYI for your practice and onboarded your FYI champions, you can invite the rest of your to start using FYI. Send an email with instructions on how to access FYI:

• Go to www.app.fyidocs.com• Enter Windows Credentials

And how to complete the FYI Desktop Installation

1. Click on Settings> Install2. Run the fyiinstaller.exe following the prompts

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TIP: Make sure you share a link to the FYI Getting Started Guide with each new user (click here).

It’s time to invite your team

Video TutorialAs part of your invitation to each user, include a link to the Getting Started with Email Management Video Tutorial (click here).

The tutorial is completed in under 20 minutes and covers:

• How to tame your inbox with FYI• File email and attachments from Outlook • Create email using templates• File sent items and calendar entries

Day 1 for New Users

FYI monitors both your inbox and sent Items in Outlook. FYI's filing process begins automatically whenever it matches the email address on a sent or received email or calendar appointment, with a client email address in Xero Practice Manager.

While your email is always visible in Outlook, all matched emails and calendar appointments that have not been filed will be listed in FYI under Dashboard> In Tray.

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When each user first installs FYI for Desktop, FYI will match the prior month of email and calendar appointments that the user has sent or received. This allows each user to easily file the most recent interactions with clients.

These emails and calendar appointments can either be filed or deleted from FYI. From Dashboard> In Tray:

1. Highlight each item in the document list2. Use the menu bar to Open or Delete each item3. Use the FYI Drawer to apply the appropriate

Categories

Clearing Your In-Tray

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Monitoring Progress

As each user begins to file email using FYI, their emails will be included in the overall practice document list. To ascertain who is and who is not filing email, you can:

1. Navigate to Practice + select Documents2. Click the + icon and add the Created By Column3. Click the header for the Created By Column and filter

by user

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TIP: If there are no documents listed for a user, you know they have not been filing their email in FYI.

Click the Practice> Documents menu to monitor task usage

Introducing Tasks

As your users begin to grasp the concepts of managing email with FYI, they are now ready to take on Tasks.

Whilst a simple step up from email management, Tasks need to be embraced by the entire practice. Ensure you have key influencers onboard before rolling out to the entire team.

Like email filing, you can monitor Task usage by:

1. Navigating to Practice + selecting Tasks

Video TutorialTo roll out Tasks across the practice, share a link to the Using Tasks in your Practice Video Tutorial (click here).

The tutorial is completed in under 5 minutes and covers:

• Creating Tasks• Completing Tasks• Monitoring Task Progress

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Use Tasks, to delegate work in the practice.

UPGRADE TO DOCUMENT MANAGEMENT AND CRM

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Have a perfect client file every time

Upgrading to DM and CRM

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Now that the team is actively using FYI for Email Management, you are ready to upgrade to Document Management and CRM.

Before you do, we suggest you create some templates and check your client data is set up in Xero Practice Manager.

There is no need for the team to perform any further installs or updates. They can simply start using FYI's full document management and CRM features as soon as you have upgraded your plan.

You will need to move from the FYI Starter Plan to the Intermediate Plan to unlock the Document Management and CRM functions. To do this, an FYI Administrator will need to:

• Click on Settings > Upgrade to subscribe. Enter Credit Card Details

• Select your desired plan and scroll down the page to review your monthly commitment based on your user numbers.

• Enter your credit card details and click ‘update billing details’ to activate your subscription.

Let’s upgrade

Upgrading your subscription

PRACTICE CHECKLIST

CONFIGURING FYIFOR YOUR PRACTICE

q Upgrade to Intermediate Plan (if required)

q Add Stationery + Document Templates

q Ensure client data is set up correctly in Xero Practice Manager

q Set up document approvals and signatures

q Agree mail receiving and sending procedures

q Role out Document Management to Champions

q Plan and migrate historical data on go live date

INVITE THE TEAM q Send invitation to all team members

STAFF TRAINING

q Tutorial Video – Creating Documents and Client Interactions

q Tutorial Video – Managing Documents Like a Pro

q FYI Help Centre

GO LIVE q Monitor progress

Checklist for FYI practice administrators : Upgrading to Document Management and CRM

Adding Practice TemplatesWhilst you can use FYI to create Word, Excel and PowerPoint documents without templates, their use:

• Speeds up the production of documents.

• Reduces errors via the application of an agreed layout, wording and merging of client details.

Before rolling out Document Management to your team it is recommended that you add your practice stationery and at least one template for Word, Excel and PowerPoint. (Help Centre Link).

Highlight the sample stationery and click ‘Download Existing Stationery’ to modify and re-upload

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Adding StationeryStationery is your digital letterhead. It includes your practice logo and merge fields for your client address details, salutation and author or approver signature.

We recommend that you re-use and modify the sample stationery shipped with FYI, rather than recreate from scratch. (Help Centre Link).

XPM – Addresses + Groups

In FYI client information it is synchronised directly from your Xero Practice Manager database. It is important that you have your addresses set up correctly in Xero Practice Manager for letter templates to be completed correctly in FYI. (Help Centre Link).

Client information that is syncronised includes:

1. Phone Number

2. Email

3. Physical Address (synchronised as the Street Address in FYI)

4. Postal Address

5. Group

Xero Practice Manager is maintained as your single-source-of-truth

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TIP: FYI is automatically refreshed every 12 hours with any updates made in Xero Practice Manager.

If you wish to push an update through faster it can be triggered manually in FYI by clicking Settings> Practice Settings>

Integrations and pressing the ‘Sync Clients’ button

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XPM – Associated Contacts

When addressing a letter in FYI for an entity the details of the associated Primary Contact in Xero Practice Manager are used for:

1. Salutation

2. Addressee

FYI utilises the Salutation and Addressee details from associated contacts

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TIP: When creating a letter in FYI for a specific entity the addressee can be overwritten by selecting ‘Change

Addressee’ in the FYI Drawer. This is a useful function when writing a letter to a client's lawyer or bank.

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Start With Your Champions

Before rolling out Document Management to the rest of the team, we suggest you onboard your Champions first. The champions can ensure your templates have been configured correctly and your address, group and contact details in Xero Practice Manager have been set-up correctly.

Document Approval + SigningFYI has the facility for documents to be passed to senior team

members for approval and signing.

To enable this process, the senior team members need to be flagged as an approver in FYI. This is done by an FYI Administrator clicking Settings> Practice Settings> Admin> Users:

1. Select a user2. Set the ‘Approval’ level

Getting Started Guide

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Adding a signatureAll approvers can then upload a scanned copy of their signature to FYI. This is inserted into letter templates when they approve a letter.

To do this each senior team member must click Settings> My Settings> Documents:

3. Click upload signature

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Migrating Historical Document

Client documents are the lifeblood of any practice and accountants have compliance obligations to keep client files for at least 5 years. Therefore, it is critical that when a practice adopts a new document storage application, they can bring their historical documents with them.

FYI Includes a Bulk Import function allows administrators to easily import historical documents that have been uploaded to the cloud via a specified OneDrive account and are filed in a consistent folder hierarchy. (Help Centre Link).

To import documents, the filing structure in OneDrive must at least include either the client name or client code, so they can be matched to clients in FYI. Subfolder containing the following information can also be mapped to FYI during the import process:

• Category – Work Type• Category - year

Getting Started Guide

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Invite Your Team

You are now ready to invite the rest of your team. Simply send them an email the new features that are available to them.

If you have invested time in adding practice templates, it is suggested that you provide the team with a ‘Cheat Sheet’ explaining what templates are available and when it is appropriate to use them.

As previously mentioned, you can monitor usage via Practice> Documents.

Getting Started Guide

Video Tutorial

Share a link with the team to the Creating Documents and Client Interactions Video Tutorial (click here).

The tutorial is completed in under 20 minutes and covers:

• Search + retrieval• Create documents from templates• Author CRM interactions• Upload documents• Share + embed links• Send documents to clients

Everything the team needs to know about creating documents with FYI

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Scanned DocumentsScanned documents can be simply dragged and dropped into FYI, where bulk profiling ensures documents are rapidly filed and Tasks are used to distribute the documents internally.

There is no additional configuration required to manage scanned documents. Details of how to manage scanned documents is found in the following tutorial video.

Getting Started Guide

Video TutorialShare a link with the team to the Managing Documents Like a Pro Video Tutorial (click here).

The tutorial is completed in under 20 minutes and covers:

• Edit, export and copy documents• Creating new versions• Viewing document activity• Tasks• Document Approvals• Distributing + filing scanned mail

Everything the team needs to know about creating documents with FYI

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GOING PRO WITH PROCESS AUTOMATION

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Welcome to the future

Coming Soon….

To be released in early 2019, Process Automation will take care of many of the repetitive tasks in your practice.

Items such as collating source documents, filing invoices and notifying clients of tax assessments, will happen for you automatically.

When available, Process Automation will be the final step of your implementation.

An update to this guide will be made available with the release of Process Automation.

Getting Started Guide

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ASSESSMENT ASSESSMENT ASSESSMENT

INVOICE INVOICE INVOICE

SUPER CORP. SEC.OTHER

DESIGNED EXCLUSIVLY FOR XERO PRACTICES FYIDOCS.COM

THANK YOU

› WEB: fyidocs.com› App: app.fyidocs.com› SUPPORT: support@fyidocs.com› FYI HELP CENTRE: fyidocs.zendesk.com

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