OnboardMe integration with FYI Documents

Integration overview

Client Integration

OnboardMe downloads clients from FYI and attempts to match them with existing clients in OnboardMe using TFN, ABN, ACN, or Name + Email.

Clients newly created in OnboardMe—either manually or through Client Onboarding—are checked against FYI.

• If a match is found, they are linked.

• If no match is found, a new client is created in OnboardMe.

Updates made to matched clients in FYI are downloaded into OnboardMe every hour.

Client updates made in OnboardMe will be pushed to the Practice Management system (XPM, Kloud Connect, or MYOB Practice Management).

Cabinets, Work Items, and Years

Cabinets, Work Items, and Years are downloaded into OnboardMe.

• Onboarding Documents must be mapped to a Cabinet (and Work Type/Year if the Cabinet supports them).

• Engagement Documents must also be mapped to a Cabinet (and Work Type/Year if supported).

Document Creation in FYI

• Signed Engagements are automatically filed in FYI once accepted.

• Client Onboarding PDF Summaries are saved to FYI when onboarding is completed.

• Documents collected during Client Onboarding are synced to FYI upon completion.

• eForm PDF answer sheets can also be synced to FYI when completed.

Connecting FYI and OnboardMe

Login to OnboardMe and go to Settings / Integrations.

FYI will appear under Available Integrations — click Connect.

You will then see instructions on how to activate OnboardMe in FYI.

How to Connect

Follow these steps, then paste your credentials into OnboardMe.

1. Go to FYI Integrations (opens in a new tab).

2. Click Create new secret.

3. Copy the Access Key ID and Secret Key ID from FYI.

   • You can also set the Default Cabinet and Year if needed.

4. Paste these credentials into OnboardMe and click Connect.

Once your Access Key ID and Secret Key ID have been pasted into OnboardMe, click the Connect button.

Once a successful connection is established, OnboardMe will automatically download Cabinets from FYI and display confirmation messages.

FYI will then appear as Connected under Active Integrations.

Configuring FYI and OnboardMe

Click Sync Options to complete your FYI configuration.

The Sync Options modal allows you to perform ad-hoc syncs from FYI and configure how Engagement and Onboarding documents are mapped.

1. Set the FYI Type.

   • This defaults to FYI Documents when you also have another Practice Management system configured.

2. Select the Cabinet (and optionally the Work Type and Year) for Engagement and Onboarding document syncs.

   • If the Cabinet has no Work Types, those dropdowns will be disabled.

Click Save Changes once your mapping is complete.

The Sync Options area also lets you control which items sync into OnboardMe.

Syncing Clients

Before documents can be saved to FYI, clients must be synced and matched.

Click Sync Clients to download clients from FYI into OnboardMe.

Note: When FYI is configured in Documents Mode, OnboardMe will not create or update clients from FYI data.
The source of truth for client creation and updates becomes your Practice Management system (e.g., XPM or MYOB Practice Management).

Once clients are synced, a new FYI button will appear on each client record in OnboardMe.

• If a match exists, clicking the button opens the client in FYI.

• If no match was found, the button will show Link FYI.

Clicking Link FYI opens a list of FYI clients that are not yet linked.
Choose the correct client and click Link.

If we were unable to find a link for the client, the button will say Link FYI instead.

If the client cannot be found in the list, they may not exist in FYI.
Create the client in your Practice Management system and it will sync to OnboardMe during the next cycle.

If you find your client in the list, select them from the list and click Link. This will create the link between the FYI client and the OnboardMe client.

If you are unable to find the client in the list (this could be because they don't exist in FYI), they will need to be created in your PM system which should then sync down to OnboardMe during the next sync cycle.

Document Sync Behaviour

For existing linked clients, Engagement and Onboarding documents are automatically synced to FYI upon completion.

For new clients created during Onboarding, OnboardMe will:

1. Create the client in your Practice Management system.

2. Immediately create the client in FYI.

   • FYI is instructed that this client already exists in your PM system, so duplicates are avoided.

3. Push all relevant documents into FYI for the newly created client.