Configuring AutoMate for MYOB DM Integration

Owned by Renaldo Figueiredo (Unlicensed)
Oct 15, 2018

Nimbus can synchronise to the MYOB AE Client database for a Practices Client records, and can optionally also synchronise with MYOB DM to store and retrieve documents directly to and from the Document Management system.

The database sync from MYOB AE will continue to operate normally and will include the syncing of any Extra Fields or Lists into the Nimbus Client details.

When DM integration is enabled, there are a number of options for configuration:

  • Documents that are uploaded to Nimbus by the Practice may come either via DM, and / or via the Nimbus Documents folder sync – this uses the MYOB DM Out tab
  • Documents that are uploaded by the Client may either by imported directly into MYOB DM, or may be synced directly to the Nimbus Documents folder - this uses the MYOB DM In

Configuring MYOB DM Out

The document synchronisation process is trigged in one of two ways:

  1. When a document which is stored in MYOB DM is flagged “Ready” to be uploaded into Nimbus; and / or
  2. When a document is placed into the Client Sub-folder, within the Nimbus Documents folder on the server/system.

Setting Up MYOB DM to sync directly to Nimbus

Nimbus uses MYOB Extra Lists to set the attribute of a document in DM.  The attribute set against a document triggers Nimbus AutoMate to perform the associated task.  The attribute must be changed in DM, and then on the next Nimbus AutoMate sync cycle, AutoMate looks to DM and processes the request.  Five attributes can be setup, which are used as follows.  These statuses may be called anything the Practice deems suitable.


Nimbus AutoMate Field

Example of DM Status

Mandatory

To Client Status

Ready for Upload

Yes

Sent

Uploaded

Yes

From Client Status

Downloaded

Yes

Remove Status

To be removed

No

Done

Removed from Nimbus

No


The creation of these Extra List attributes is performed in MYOB AE by adding a User Defined Extra List.  In MYOB AE, select:

  • Maintenance;
  • User Defined;
  • Extra Lists.


Call the New Extra List – Nimbus Filer, and set Document option to Y.  The names of the Values may be set by the Practice using any wording they require, though each value must be unique.  As an example, set the values as follows:


We will then congifure the MYOB DM Out tab:

1. Status Field Name

This is the name of the MYOB AE Extra List Field that has been created.  In the example above, this field is called Nimbus Filer.  We would recommend that when this Extra List is created, the Practice use the Name ‘Nimbus Filer’, though it can be called something different if preferred.

2. To Client Status

The To Client Status is used when a document is ready for upload to the Nimbus Portal.  AutoMate will scan MYOB DM and automatically upload any document with this status.  Examples are “Ready for Upload”, “Ready for Client”.

3. Sent

Once Nimbus AutoMate has uploaded a document that is marked with the specified “To Client Status”, Nimbus will automatically update the status of the document to the Sent status.  Examples are “Uploaded”, “Shared with Client”.

4. Remove Status

This field is optional.  It is possible to set this field based on an attribute setup within the Nimbus Filer Extra List.  This could be “To be Removed”.  Any document with this attribute marked against it, will be removed from the “To Client” folder in Nimbus on the next sync cycle.

5. Done

This field works in conjunction with the Remove Status field.  When a document in DM is flagged to be Removed, Nimbus AutoMate will look for the document stored in the “To Client” folder in Nimbus, will remove it on the next sync cycle, and then will update the Nimbus Filer Attribute against the document when it is removed from Nimbus.

6. Folder Names

There are two options for the automatic creation of Folders in Nimbus.  You may decide to only use one folder name, or a hierarchy of two. Select these from the drop down list. These could be:


Folder 1

Folder 2

Eg: 1

Filing Cabinet

Year

Eg: 2

Year


Eg: 3

Year

Work Type

7. Local Out Folder

As well as syncing documents directly from your DM system, you may also sync documents directly from the Nimbus Documents folder setup on your server/system.  For Practices who use Paper Buster, you may still sync documents scanned via Paper Buster into Nimbus using this method.  Set the folder to be the Nimbus Documents folder (or like) that is located on your server.


 

Configuring MYOB DM In

Documents that have been uploaded by a Client may be synchronised in either one of two ways:

  1. Synchronise directly into MYOB DM, or
  2. Synchronise directly into the Nimbus Documents folder.

Syncing directly to MYOB DM

1. From Client Status

When a Client uploads a document into their Nimbus Portal, the From Client status is applied, as the document is stored into the relevant Cabinet in DM.  Examples are “Downloaded”, “From Client”.

2. Author

The Practice must select which Author will be set to all documents that are synchronised into DM by Nimbus.

3. Default Filing Cabinet

The Practice must select the default filing cabinet to be used if a Client uploads a file into a Nimbus folder, which does not have a reciprocal DM Filing Cabinet. For example, if a Client uploads a file into a folder in Nimbus called To Practice/2014, and DM does not have a “2014” Filing Cabinet, the document will be stored in the Filing Cabinet that is nominated here as the default.

4. Document Status

The Practice must also set the MYOB AE Workflow default status for documents that are being stored into DM by Nimbus e.g.: Ready for work, etc.

Syncing directly to the Nimbus Documents folder

If you do not wish to sync directly back to MYOB DM, you can set to sync to the Nimbus Documents folder.  Nominate the local folder root here.

Nimbus AutoMate Filing Rules

  1. If the Practice applies the To Client Status (eg: “Ready for Upload”) on a document that is stored in a specific filing cabinet, Year or Work Type in DM, Nimbus will:
    1. search for a sub-folder of the same name in the To Client folder and upload if available.
    2. If this folder is not available within Nimbus, AutoMate will:
      1. create a sub-folder within the To Client folder and
      2. then upload the file to this sub-folder.
    3. If this document is required to be signed by the Client, the Client will then apply their signature to the file, and
    4. If DM In syncing is selected, Nimbus will automatically return the signed copy of the document and store if in the Filing Cabinet/Year/Work Type it originated from, and
    5. Set the workflow status to Document Status.
  2. If a Client uploads a document to the To Practice folder, Nimbus;
    1. sets the status to From Client Status,
    2. stores the document in the Default Folder(s) in DM and
    3. sets the workflow status to Document Status.
  3. If a Client uploads a document into a sub-folder (of the To Practice folder) that does have a reciprocal DM Folder(s), Automate:
    1. sets the status to From Client Status,
    2. stores the document into the DM Folder(s) of the same name.
    3. sets the workflow status to Document Status.
  4. If a Client uploads a document into a sub-folder (of the To Practice folder) that does not have a reciprocal DM Filing Cabinet, Automate will:
    1. sets the status to From Client Status,
    2. stores the document into the Default Folder(s).
    3. sets the workflow status to Document Status.
  5. Green Practice shared folders in Nimbus are NOT synced with this process.
  6. Outgoing emails for Email Jobs are not yet filed directly into DM but we anticipate that Nimbus will be enhanced to include this in a future update.
  7. Submitted checklists from Clients (for sent Email Jobs) including any uploaded files are filed into DM.


Adjusting Document Manager to include the Nimbus Filer

We need to adjust MYOB Document Manager to include the new Nimbus Filer option.  To do this:


  1. Select Maintenance / Documents / Document Manager Setup
  2. Then select the Filing Cabinets tab.
  3. For each filing cabinet that may potentially house a document that you want to share with Nimbus, you will need to add in the Extra Field of Nimbus Filer:
    1. Select a filing cabinet
    2. Click the Extra Fields tab
    3. Click the Green + icon and tick on Nimbus Filer from the list and click OK to save

  4. Click the Doc View Extra Fields tab and ensure that Nimbus Filer is listed in the "Field Shown in the View" list. If not, move it to this list.



When both of these items are checked, click the Finish button (bottom right hand corner of the screen).


Bringing the Nimbus Filer field into the Document Grid

The next step is to bring the Nimbus Filer field on to the Document Grid so that the Status of each document can easily be seen.

  1. Open the document listing for a Client
  2. Right mouse click to open the Field Chooser dialog

Marking a document ready to share with Nimbus

  1. The last step in this process is to locate a document within MYOB AE DM, and mark it to share with Nimbus.
  2. Open the Document listing for a Client.
  3. Right mouse click on the document that you wish to share
  4. Select Properties and then the Profiling tab
  5. Change the value to show “Ready for Client” or the equivalent for this status. Click the OK button.
  6. Nimbus AutoMate will now upload a copy of this document into the Client Folder in Nimbus. Nimbus will also send an automatic email to the Client advising that the document has been shared.  Lastly, Nimbus will change the status of the document to “Shared with Client” to show that the document has been shared.