Help & Documentation

Learn how to use StructureGram

Connecting and Filing Diagrams to FYI

The FYI integration lets you file the current version of a StructureGram ownership diagram directly into the corresponding client in FYI. You can file a PDF, a PNG image, or both, and choose the FYI cabinet where the documents belong.

The connection belongs to your StructureGram organisation. You connect it once, link each StructureGram group to the appropriate FYI client, and then file diagrams from the diagram toolbar.

Early access: The StructureGram app in FYI is being rolled out to practices progressively. Until it is enabled for your practice, the StructureGram tile in FYI shows as Coming Soon and cannot generate credentials. If your practice would like to join the early-access programme, contact StructureGram support and we will arrange enablement with FYI.

Before You Start

You need:

  • an active FYI practice;
  • the StructureGram app enabled for your practice by FYI (see the early-access note above);
  • access to the StructureGram tile in FYI;
  • permission in FYI to generate integration credentials;
  • tenancy administrator access in StructureGram;
  • multi-factor authentication enabled for your StructureGram account; and
  • an existing StructureGram group and ownership diagram to file.

No custom fields or other special settings are needed in FYI.

The person who generates the FYI credentials and the StructureGram tenancy administrator can be different people, but the credentials must be passed securely between them.

Step 1: Generate Credentials in FYI

In FYI:

  1. Open Automations → Apps.
  2. Find and open the StructureGram tile.
  3. Generate the integration credentials for your practice.
  4. Keep the Access ID and Access Secret available while you complete the connection in StructureGram.

These credentials belong to your FYI practice. Do not use Xero, XPM, or another FYI application's credentials.

If you cannot generate credentials from the StructureGram tile, ask your FYI administrator to check your FYI permissions and the integration settings for the practice.

Step 2: Connect StructureGram to FYI

Only a StructureGram tenancy administrator can create or change the connection.

  1. In StructureGram, open Account → Integrations.
  2. Select the FYI tab.
  3. Paste the Access ID and Access Secret generated from the StructureGram tile.
  4. Click Connect.

StructureGram saves the connection and immediately makes a small test request to FYI. A successful test displays Connection healthy.

The Access Secret is encrypted when stored. StructureGram does not display it again after it is saved.

Step 3: Link a StructureGram Group to an FYI Client

The client link tells StructureGram which FYI client should receive diagrams from a particular group.

Link the client from group settings

  1. Open Groups in StructureGram.
  2. Find the relevant group and click Edit group details.
  3. Under FYI client, select the corresponding FYI client.
  4. If StructureGram shows a Matched from XPM suggestion, check the client name and select it when it is correct.
  5. Otherwise, enter at least two characters in Search FYI clients by name and select the correct client.
  6. Select a Default cabinet, or choose (No cabinet) to file at the client's root level.
  7. Save or close the group settings when you are finished.

The client and cabinet settings apply to that StructureGram group. Different groups can be linked to different FYI clients and cabinets.

Link the client during the first filing

You do not have to configure the client from the Groups page first. If the group is not linked when you file its first diagram, the filing dialog asks you to select an FYI client. StructureGram saves that selection for later filings from the group.

How XPM Matching Helps

If the StructureGram group is already linked to Xero Practice Manager, StructureGram can use the shared XPM client identifier to suggest the matching FYI client.

An XPM suggestion is a convenience, not an automatic filing decision. Check the displayed FYI client name before selecting it. If there is no suggestion, search FYI manually by client name.

You do not need an XPM connection to use the FYI integration.

Step 4: File a Diagram to FYI

  1. Open the ownership diagram you want to file.
  2. Click the Share options button in the diagram toolbar.
  3. Select File to FYI.
  4. Confirm the displayed FYI client. Use Change if it is not correct.
  5. Choose a format:
    • PNG files the diagram as an image;
    • PDF files the diagram as a PDF document; or
    • Both files separate PNG and PDF documents.
  6. Select the FYI Cabinet for this filing, or select (No cabinet).
  7. Click File to FYI.

StructureGram renders the current diagram and uploads it to FYI's secure document storage. A confirmation message identifies the client and cabinet when filing succeeds. There is no link straight to the document: FYI's API does not expose one into its web app, so open the document from FYI itself.

Filing only happens when you click File to FYI. StructureGram does not file or update documents in FYI automatically or on a schedule, and it does not read documents back from FYI.

Document names

The filing date and time are added to the document name, for example:

Andreyev family structure — 2026-08-31 18:34

When you choose Both, the PNG and PDF share the same date and time.

Cabinet memory

The cabinet is remembered per diagram. The next time you file the same diagram, StructureGram pre-selects the cabinet you last filed it into. A diagram you have not filed before defaults to the most recently used cabinet in the group. You can always choose a different cabinet before filing — your choice becomes that diagram's remembered cabinet and the group's latest default.

What Happens When You File Again

The first time you file a diagram, StructureGram creates a new FYI document for each format you choose — one for the PNG, one for the PDF.

When you file the same diagram again, StructureGram updates the document it filed earlier instead of creating another one:

  • the document's contents are replaced with the current diagram;
  • the document name is updated with the new filing date and time, so you can see at a glance when it was last filed; and
  • the confirmation message says Updated rather than Filed.

This keeps one up-to-date document per diagram and format in FYI, rather than a growing list of copies. The PNG and PDF are tracked separately: if you filed only a PDF before and now choose Both, the PDF is updated and a new PNG document is created.

Different diagrams are always separate documents, even when they belong to the same group and client.

Changing or Removing a Client Link

To change the FYI client or default cabinet:

  1. Open Groups.
  2. Click Edit group details for the group.
  3. Use Change under FYI client, or select a different Default cabinet.

You can also use Change in the filing dialog before filing.

Select Unlink when the StructureGram group should no longer point to that FYI client. Unlinking does not delete documents already filed in FYI.

Important: Changing or unlinking the client does not by itself move, rename, or delete documents already stored in FYI. If a diagram was filed to the wrong client, correct the document from within FYI.

Managing the Connection

A StructureGram tenancy administrator can return to Account → Integrations → FYI to:

  • select Test connection to check the saved credentials;
  • select Update credentials when FYI credentials have been regenerated; or
  • select Disconnect to remove the saved connection from StructureGram.

Disconnecting stops future FYI searches and filings. It does not delete documents already filed in FYI. Saved group links remain available for use after a valid connection is restored.

Permissions and Security

  • Only tenancy administrators can connect, update, test, or disconnect FYI credentials.
  • Multi-factor authentication is required for every FYI action in StructureGram.
  • Filing requires access to edit the relevant diagram and group.
  • View-only users cannot file a diagram.
  • Each connection is restricted to one StructureGram tenancy.
  • The FYI Access Secret is encrypted at rest and is never returned to the browser.
  • Diagram files are held briefly in private, tenancy-restricted storage while they are sent to FYI's secure document storage, and the temporary copy is then removed.
  • StructureGram records filing success or failure to support troubleshooting and audit history.

Troubleshooting

The StructureGram tile is unavailable or shows Coming Soon

A tile marked Coming Soon means the StructureGram app has not yet been enabled for your practice. During early access, FYI switches the app on per practice — contact StructureGram support with your FYI practice name and we will arrange enablement.

If the tile is enabled but you still cannot use it, ask your FYI administrator to confirm that:

  • you have permission to access and configure FYI integrations;
  • you are looking under Automations → Apps; and
  • the StructureGram integration is available for your FYI practice and subscription.

If the tile is still unavailable, contact FYI or StructureGram support with your FYI practice name.

StructureGram says the credentials are invalid

Check that:

  • the credentials were generated from the StructureGram tile;
  • you copied the complete Access ID and Access Secret; and
  • the credentials have not been revoked or regenerated in FYI.

If credentials were regenerated, use Update credentials in StructureGram and enter the new secret.

The FYI client does not appear in search

  • Enter at least two characters of the client's name.
  • Try the legal client name recorded in FYI.
  • Confirm the client exists in the connected FYI practice.
  • Use manual search if no XPM suggestion appears.

File to FYI is missing from the diagram menu

Check that:

  • the FYI connection is configured and healthy;
  • you are working in the organisation that owns the FYI connection; and
  • you have edit access to the diagram. The filing action is not available in read-only mode.

No cabinets appear

Use Test connection under Account → Integrations → FYI. Also confirm that the connected FYI practice has cabinets available to the generated credentials.

You can select (No cabinet) to file at the FYI client's root level.

A diagram was filed to the wrong client or cabinet

Correct the group link or cabinet before the next filing, and move or remove the incorrectly filed document from within FYI.

I expected a new document but the old one was updated

This is expected. Filing the same diagram again updates the document filed earlier, and its name shows the latest filing date and time. If you need to keep a separate copy of an earlier diagram, download it from FYI before filing again.

Filing fails partway through

Try the filing again. A retry updates the intended FYI document for that diagram and format rather than creating an unrelated duplicate.

If the problem continues, test the connection and ask your administrator whether the FYI credentials were changed or revoked.

Related Topics

Connecting and Filing Diagrams to FYI | StructureGram Help