Moving your documents in from FYI

Before you start

Three things need to be in place:

• An export from FYI. Ask FYI Support to switch on Bulk Export AWS for your practice, then run the export in FYI. FYI sends you three things: a server address, a username and a .pem key file. Keep the key file somewhere safe until you've used it.
• Your OneHQ files on Microsoft 365. The documents land in your firm's own SharePoint, so your Files connection in OneHQ must be Microsoft 365 / SharePoint.
• The right permission. Whoever does the move needs the system settings permission in OneHQ.

Connect to FYI

OneHQ reads the export

OneHQ lists every document in the export and reads FYI's own report of which client, cabinet and year each one belongs to. Nothing is copied yet.

For a whole practice, reading can take a few hours. It's safe to close the window while it works; come back to the same tab later.

Choose what comes across

Once the export is read, OneHQ shows you what it found:

• Clients matched, and the number of documents and their size.
• FYI shortcut links. These are links to other documents, not documents themselves, so they stay behind.
• Anything too large to bring. A file over 250 MB isn't brought across. Copy those by hand from the export.

Then you make a few choices. Each one starts on the setting most firms want, so you only change what you need to:

For example, Accounting & Tax can go into the client's year folders and Correspondence into a Mail folder. The screen shows the path each cabinet will take, so you can see the result before anything moves.

A current client FYI names differently

Sometimes a client you still have is named differently in FYI, so it shows up in the list of clients OneHQ doesn't have. You can send it to its OneHQ client from that list instead. OneHQ suggests likely matches, but nothing moves to a client until a person presses Use.

Where documents go

Bring it in

Before anything starts, OneHQ lists in plain words exactly what will happen when you press Bring in: how many documents go into clients' folders, how many go to the former clients and no-client folders, and what stays in FYI. Your choices can't be changed once it starts.

Once you start:

• It copies server to server. OneHQ copies straight from FYI's server to your firm's SharePoint. No computer needs to stay on, staff keep working as normal, and you can close the window.
• It works in parts. Each part holds up to 5,000 documents, with a client's documents kept together. Each part is filed into client folders as soon as it lands, then the next part starts by itself.
• It tells you. You're notified in OneHQ when it needs you or has finished.

How documents are filed

• Only an exact client match is filed. Anything else waits for a person to choose.
• Years carry over. FYI's years go into OneHQ's year folders.
• No doubling up. A document the client already has is set aside, not copied a second time.
• A different version is set aside for a person to check when a document with the same name is already filed.
• Nothing is ever overwritten.
• FYI is left as it was. FYI keeps its originals and nothing in FYI is changed.

What's left: Migration intake

Documents whose client couldn't be matched exactly wait in the Data Migration folder. The Migration intake tab (beside Move files in) lists them by folder, with four counts: Ready to file, Needs a client, Already filed and Different version.

Choosing a client

For a folder that doesn't match a client exactly, you choose the client. OneHQ may suggest one, but it only suggests; it never guesses. Leave a folder alone and it stays where it is.

Pressing File

Pressing File shows what will happen and asks you to confirm. Then:

• The files are copied into the client's folder.
• The originals are kept in a dated Migrated … — safe to delete folder, removed automatically after 90 days.
• Duplicates go to a dated Duplicates folder, also removed after 90 days.
• A different version goes to Needs a look, which is never removed.

If something stops

Every document is tracked on its own, so an interruption doesn't lose your place.

• If OneHQ restarts or an update goes out mid-copy, it carries on where it stopped. Nothing is copied twice and nothing is lost.
• If Microsoft or FYI asks OneHQ to slow down, it waits and tries again.
• If a file genuinely fails, it's tried again automatically. Anything still left at the end is listed with its reason.
• Migration intake tries again by itself for anything it couldn't file: 10 minutes, an hour, and six hours later.

Checking it all came across

• Download CSV on the FYI import lists every document: what happened to it and where it is now.
• Download report in Migration intake lists every file it handled.

Every download is recorded in OneHQ's audit log.

Still using FYI for a while

If your team keeps working in FYI after the first import, ask FYI for a new export and press Check for changes. Only new and changed documents come across.

A changed document replaces OneHQ's copy if nobody has edited it in OneHQ; the earlier version stays in the file's history. If someone has edited it in OneHQ, the new one lands beside it instead.

What it costs

Migration is included up to 500 GB per practice, counted across every migration you run on what is actually copied.

Anything beyond that is charged at our cost of transferring it, 18c per GB + GST, rounded up to the whole GB, on your next OneHQ bill after the migration finishes. Before a migration that would go over the allowance starts, the screen shows you an estimate and asks you to agree to the charge; nothing is copied until you do. Leaving things behind lowers it.

A card on file is needed to start. The full wording is in section 8.7 of our terms.

Frequently asked questions