Reviewing and Applying XPM Changes

When you compare StructureGram (SG) against Xero Practice Manager (XPM) with Sync Data, SG shows you every difference and lets you decide, per item, what should happen. This article covers the review experience itself — the summary at the top, the one-click helpers, the stepper, and how applying works.

For what each difference type and action means, see XPM Reconciliation. For how SG guesses entity and trust types, see Automatic Type Matching.

The Review at a Glance

The review is a three-step flow: generate a preview, make your decisions, then apply. Most of your time is spent on the middle step, which is built to get you to "ready to apply" with as little manual work as possible.

At the top of the review is a single summary panel that tells you where things stand. Below it is the list of differences, grouped and navigated by a progress stepper.

The Progress Summary

The summary panel replaces raw counts with plain language and a segmented progress bar:

🟢 Ready to apply — items that already have a clear decision (a recommended action, or one you've made).
🟠 Need your input — items where only you can decide (an entity type, a trust type, a duplicate match, or a field-by-field choice).
⬜ Waiting on other changes — items blocked until a prerequisite is handled first (for example, a relationship whose entities haven't been imported yet).

The bar and counts update live as you make decisions. When Need your input reaches zero and nothing is waiting, the plan is ready to apply.

A small caveat line appears when the plan includes deletions — these are never applied automatically and always stay an explicit choice.

Differences by type

Expand Differences by type in the summary to see the full breakdown (missing/new entities, entity details, relationships, membership) without leaving the review. All the underlying numbers are preserved here — the summary just leads with what matters.

One-Click Helpers

Apply recommended actions

Click Apply recommended actions to fill in the recommended choice for every item where that choice is safe and complete. This is the fastest way to clear the routine items so you can focus on the few real decisions.

It follows three rules:

Additive only — it never applies a deletion or removal. Those stay your explicit choice.
Never overwrites your choices — anything you've already decided is left exactly as you set it.
No hidden decisions — it only fills an item if the recommendation fully resolves it. Anything that still needs you to pick an entity type, trust type, duplicate match, or share class is left for you.

The button shows how many items it will decide, e.g. Apply recommended actions (36). When it reaches zero, the remaining items genuinely need a choice only you can make.

Tip: Auto-matched entity and trust types (see Automatic Type Matching) already count as ready, so Apply recommended actions includes them. Give the amber Auto-matched rows a quick glance before applying.

Show only what needs you

Click Show only what needs you to filter the list down to just the items still needing a decision. Combined with Apply recommended actions, this is the core workflow: apply the recommendations, then deal only with what's left. Click again to show everything.

The Entities → Relationships → Review Stepper

Differences are reviewed in a sensible order, because relationships depend on their entities existing first. The stepper at the top-right moves you through:

Entities — new/missing entities, entity details, and group membership.
Relationships — shareholdings, unitholdings, directorships, and other links.
Review — the whole plan, ready to apply.

Each stage shows its own progress:

an amber number for how many items in that stage still need you, or
a green tick once the stage is fully handled.

Work through the stages left to right; Next advances you once the current stage is ready.

Share Class Defaults for Holdings

Importing a shareholder or unitholder relationship needs a share/unit class. To save you selecting it every time, SG defaults the class to the standard "Ordinary" class — Ordinary Shares for shareholdings, Ordinary Units for unitholdings — so a new holding is ready without any input.

The default is fully overridable — pick a different class, or link the holding to an existing StructureGram holding instead.
The default only applies when there's no existing holding to link to. When SG already has a holding between the same two entities, it leaves the choice to you (link the existing one, or create a new class) so you don't accidentally create a duplicate parcel.

Applying Changes

When Need your input is at zero, click Apply changes (labelled Continue pull with selected actions in the pull review). SG saves your decisions and applies them in a safe, phased order, then shows a results panel of exactly what happened to each item.

Working in rounds

Some changes unlock others. After applying, you can generate a fresh preview (or continue to the next round) — for example, once entities are imported, their relationships become ready to import too. Repeat until there's nothing left to reconcile.

Note: A fresh preview reflects current data on both sides. Always re-preview after applying rather than reusing a stale one.

Quick Workflow

Generate the preview.
Click Apply recommended actions to clear the routine items.
Click Show only what needs you and work through what's left — entity types, trust types, duplicate matches, and any non-Ordinary share classes.
Check the amber Auto-matched rows.
When the plan is ready, click Apply changes.
Re-preview and repeat if more items unlock.

Help & Documentation