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Using FYI files within Cimplico Workpapers
Using FYI files within Cimplico Workpapers
Martin Le Rossignol avatar
Written by Martin Le Rossignol
Updated over a week ago

Tip

Ensure you have completed the FYI Setup before attempting to use FYI within Workpapers.

One of the key appeals of the FYI Docs integration with Cimplico Workpapers is the efficiency and control gains from being able to reference and preview documents stored within FYI Docs. By using this system, you can separate your workflows between document management and workpaper preparation. By following our best practices, your staff can file documents in FYI ahead of time to make the workpaper preparation process as smooth and efficient as possible.

Let's look at how the files portion of the integration works and some best practices for using the integration.

What does the file system look like?

There are two parts to the FYI file integration:

  1. Files linked to an entity

  2. Files linked to a job

Files linked to an entity

Once an entity is mapped between Cimplico Workpapers and FYI, documents filed to the entity against the cabinet selected during setup will automatically be brought into Cimplico Workpapers. These documents will appear within a folder named after the entity in FYI, accompanied by a green "FYI" badge next to the folder name.

An example of this folder structure for example.pdf file stored in the Correspondence cabinet for Bartley Accounting Pty Ltd, along with the selected default Workpapers cabinet:

Bartley Accounting Pty Ltd 
↪ Bartley Accounting (FYI)
↪ Correspondence (FYI)
↪ example.pdf (FYI)
↪ Workpapers (FYI)
↪ …

Files linked to a job

To further efficiency gains, you can link an FYI Job for an entity to a workpaper, allowing Cimplico Workpapers to automatically pull and file the appropriate documents right to the workpaper level for convenient referencing while preparing a workpaper.

An example of this folder structure for example.pdf linked to the 2023 FY End job in FYI for the 2023 EOFY Compliance workpaper:

2023 EOFY Compliance 
↪ 2023 FY End (FYI)
↪ example.pdf (FYI)

Things to note

The file system has been designed in a way to provide greater control and consistency within the system, as it allows us to emulate and preserve the structure of files as they appear in FYI. Our aim for this integration is to provide you with a “window” into FYI to browse and reference the relevant files as your evidence when preparing your workpapers.

The system not only creates far less clutter in the files system but also sets a standard for how other integrations will operate, creating consistency for new and existing users.

💡 Note

Files in an FYI folder cannot be moved out of the folder, and other files cannot be moved into the FYI folder.

Files within a workpaper

Linking an FYI Job to a workpaper

1. Linking during workpaper creation

When creating a workpaper for an entity connected to FYI (See FYI Setup & Onboarding for a guide on linking entities between Cimplico Workpapers and FYI), you can select an FYI Job for the entity to link to the workpaper. Linking a job to a workpaper will allow the system to automatically pull the documents filed to that job into the workpaper.

Link job to workpaper

Once the FYI Job is linked and the workpaper is created, a new folder will be created within the workpaper named after the FYI Job. This folder will appear with a green "FYI" badge to assist with differentiating it from other folders.

FYI job folder

2. Linking to an existing workpaper

You can always create a new link or replace an existing link with an FYI Job via the workpaper settings.

Change FYI Job

Warning

Replacing or removing a job will delete the FYI Job folder and the files within it. Any worksheets with references to these files may become unreviewed.

Referencing files on a worksheet

During the worksheet preparation process, you will want to link files to entries as part of your evidence process. See Adding & referencing files on a worksheet for more on how to do this. To illustrate how this may work, referencing an FYI for an entry may involve the following:

  1. Open the file navigator on an entry in a worksheet/other schedule

  2. Navigate to the new FYI folder infrastructure, either within the FYI Job folder or back out another level to the FYI Entity,

  3. Find the file you want to reference (use the search function to help with this)

  4. Select the file and click the Save button to save the entry and create the reference.

Link file to entry

💡 Note

Using search will search for files in the current directory and its children's directories. i.e. If you search for a file at the entity level, it will search for that file within the entity, its workpapers, and their worksheets/other schedules.

Tip

Rather than moving files into worksheet folders, it's recommended to store files that may be used for multiple worksheets at the workpaper-level. You can then use the referencing mechanic to attach files to entries on worksheets/other schedules within Cimplico Workpapers.

The FYI integration enforces this by not allowing FYI files to be moved out of their directory. Doing so also maintains source file control and emulates the file structure as it is in FYI, ensuring consistency across both systems.

Managing the FYI connection to a workpaper

To manage the FYI connection to a workpaper, we have provided a homogenous view of the integrations tab seen on the group and entity overview pages within the workpaper settings.

To access this view simply:

  1. Go to the Settings tab on a workpaper,

  2. Click the Integrations tab,

  3. Click Configure on the FYI tile.

Workpaper settings

FYI integration

From this integration settings page, you can perform the following 2 actions:

  1. Manage the connected job

  2. Re-sync files

Manage the connected job

From FYI's integration settings page on a workpaper, you can see, update, or remove the FYI Job connected to the workpaper.

FYI change job

Warning

Please be aware that changing the linked FYI Job will remove all FYI files from the workpaper, which may affect the status of active worksheets & other schedules referencing those files.

Re-syncing files for a workpaper

A crucial part of the integration is ensuring files are kept up-to-date between Cimplico Workpapers and FYI. From FYI's integration settings page on a workpaper, a Re-sync button is available. By re-syncing, Cimplico Workpapers will update all files within the FYI Job folder, subsequently updating the references to these files. It will also update any files that are referenced on the workpaper whose source is outside of the current workpaper.

FYI re-sync files

Warning

Please be aware that re-syncing FYI files may affect the review status of active worksheets & other schedules referencing those files. This may extend to worksheets & other schedules from other workpapers.

Managing the FYI connection to an entity

To see the FYI Entity connected to the workpapers entity, head to your entities overview screen (see Navigating the firm for a guide to the entity overview screen).

Within the Integrations tab, clicking Configure on the FYI tile will show the integration details and actions for the entity.

FYI entity details

From here, you can see and perform the following:

  • Connected entity: The FYI Entity connected to the Cimplico Workpapers entity.

  • Cabinet select: Select individual documents from other cabinets to bring into Cimplico Workpapers.

  • Re-sync documents: Re-sync all documents within the entity, including those from other cabinets and jobs connected to workpapers.

Warning

Please be aware that once connected, an entity connection to FYI cannot be changed currently.

Select documents from other cabinets

While a default cabinet is selected when establishing the FYI integration for the firm, you can optionally select files to bring down from other cabinets in FYI. To do this, click the Cabinet Select button to launch the list of cabinets.

Other cabinets

From here, you can select files to bring down from each cabinet.

💡 Note

You can only select files one cabinet at a time. So please navigate into a cabinet, select the files you wish to bring to Cimplico Workpapers, and click the Save to {{entity}} button.

When you have selected and saved your files, head to the Files tab, and into the FYI Entity folder to see the new cabinets and files brought down.

Multiple cabinets in Workpapers

These files can now be updated via the Re-sync feature covered next and referenced when preparing workpapers.

Re-sync files for an entity

To ensure files for the entity are kept up-to-date between Cimplico Workpapers and FYI, a Re-sync button is available via the FYI configuration in the entity overview. By re-syncing, Cimplico Workpapers will update all files within the FYI Entity folder and any FYI Jobs that are also active, subsequently updating the references to these files.

FYI entity details resync

Warning

Please be aware that re-syncing FYI files may affect the review status of active worksheets & other schedules referencing those files.

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