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Connecting and Filing Diagrams to FYI Docs

The FYI Docs integration lets you file the current version of a StructureGram ownership diagram directly into the corresponding client's FYI folder. 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.

Before You Start

You need:

  • an active FYI practice;
  • 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.

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 Docs tab.
  3. Select your FYI region. Australian practices normally use ap-southeast-2.
  4. Select Production for a live customer practice. Use Staging (preprod) only for an FYI test account.
  5. Paste the Access ID and Access Secret generated from the StructureGram tile.
  6. 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 folder 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 FYI Docs.

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 Docs.
  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, creates or updates the FYI document record, and uploads the file directly to FYI's secure document storage. A confirmation message identifies the client and cabinet when filing succeeds.

The cabinet selected during filing becomes the group's new default. You can choose a different cabinet the next time you file.

What Happens When You File Again

StructureGram uses a stable reference for each diagram and file format.

  • Filing the same diagram as PNG again updates the corresponding PNG document in FYI.
  • Filing the same diagram as PDF again updates the corresponding PDF document in FYI.
  • Choosing Both maintains separate PNG and PDF documents.

This avoids creating a new unrelated document every time you file an updated diagram.

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 affects future filings only. It does not move, rename, or delete documents already stored in FYI. Manage an incorrectly filed existing document from within FYI.

Managing the Connection

A StructureGram tenancy administrator can return to Account → Integrations → FYI Docs 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.
  • 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 upload directly from your browser to FYI's secure storage using a short-lived upload form.
  • StructureGram records filing success or failure to support troubleshooting and audit history.

Troubleshooting

The StructureGram tile is unavailable in FYI

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;
  • Production is selected for a live FYI practice;
  • the selected region matches your FYI practice; 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 Docs 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 Docs. 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. Changing the StructureGram setting does not move the existing FYI document, so move or remove the incorrectly filed document from within FYI.

Filing fails partway through

Try the filing again. StructureGram uses the same document reference for that diagram and format, so retrying should update the intended FYI document rather than create an unrelated duplicate.

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

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