Xero Practice Manager - Common Questions

Commonly asked questions about the SuiteFiles integration with Xero Practice Manager

Video overview

Does XPM create a new folder in SuiteFiles when a new client is created?

In short, no. When you create a new client record in XPM you do need to create a new client folder in SuiteFiles under the Clients folder. You should ensure that the new folder for the client has the same naming convention as the client name in XPM.

I've connected XPM to SuiteFiles but my client folders haven't come through to SuiteFiles - why?

Connecting XPM to SuiteFiles does not automatically set up a folder structure for each client in SuiteFiles. There's a process required for this, especially if you require specific subfolder structures for each client folder and/or your files to be migrated.

When I open a file from XPM, edit and save it the changes aren't in SuiteFiles - why?

When you open a file from the documents tab in XPM it downloads the file to your local computer's "downloads" folder. When you open this file, edit it and then save your changes these changes are saved back to the folder that they were opened from. In this case, your downloads folder and not the actual SuiteFiles location that the file was opened from. Essentially, while XPM allows you to view and open your client files stored in SuiteFiles it's not natively integrated for file management.

What happens when I rename a client in XPM or SuiteFiles?

Renaming a client record in XPM does not rename the client folder in SuiteFiles. Likewise, renaming a client folder in SuiteFiles does not rename the client record in XPM.

If you rename a client in XPM you should also rename the client folder in SuiteFiles to match the new name.

If I archive a client in XPM is it archived in SuiteFiles?

Archiving a client in XPM does not archive a client folder in SuiteFiles. Likewise, archiving a client folder in SuiteFiles does not archive the client record in XPM.

If you rename a archive in XPM you may want to manually archive the client folder in SuiteFiles.

What happens if we use groups in XPM?

The group functionality in XPM is a great way of aggregating clients that have some form of relationship. However, you do need to know that this changes the folder structure that XPM automatically uses to connect with SuiteFiles.

For example, a client that is not a part of a group will have XPM default to looking for a folder of the same name in SuiteFiles that's a subfolder of the Clients folder as highlighted below

Adding a group to the client changes the folder structure that XPM defaults to Clients > Group folder > Client folder as highlighted below

This means that XPM may then suggest that there are not folders for the client in SuiteFiles because it is looking in a new location that doesn't exist. The files will be in the original folder structure created prior to adding (or removing) the group.

We want to use groups in XPM, how can we do this with SuiteFiles?

You can still use groups in XPM and retain the recommended folder structure in SuiteFiles (the recommended structure does NOT have a group folder) in one of two ways:

  1. When adding a group to a client in XPM manually change the location that XPM is looking in SuiteFiles for the client folder. This is done by clicking on the here link in XPM and selecting the desired folder. 
    This overrides the default behaviour in XPM and always directs you to the correct client folder in SuiteFiles. You will need to do this every time you add a group to a client in XPM.
  2. Talk to us about running a script for you. This is a paid service we offer and we can script the process to match all clients in XPM to the correct SuiteFiles folder. It's done as a one off and will be good for all existing clients at the time. Any new clients added will need to processed manually as above. For more details please contact support@suitefiles.com.

Why does my client seem to have two folders in SuiteFiles now?

This will happen if you set up your client folder as a subfolder of the Clients folder in SuiteFiles then add a group to the client record in XPM. As soon as you do this XPM looks for a different default folder location in SuiteFiles. If you save a files through the XPM user interface XPM will create the new folder structure using the group folder and save the file there.

This can also happen if you change the client name and don't update the name of the client folder in SuiteFiles.

Do we have to save files against a job?

XPM allows you to save files against a job and for these to be saved directly into SuiteFiles. You do not have to do this. You can have any subfolder structure for a client that makes sense for your business processes. If you don't want to save files against a job in XPM then you don't have to.

Do we have to save files against a quote?

XPM allows you to save files against a quote and for these to be saved directly into SuiteFiles. You do not have to do this. You can have any subfolder structure for a client that makes sense for your business processes. If you don't want to save files against a quote in XPM then you don't have to.

Can I use custom XPM fields in my document and email templates?

Yes, any information stored against the client record in XPM, including custom fields, can be pulled into document and email templates in SuiteFiles. You can see more information about this  here.

What XPM data can I use in document and email templates?

A full list of the data fields available can be found  here.

How can I set up a template to use a client's postal address in XPM but if they don't have one then use the physical address?

You'll often have a scenario where you have a physical address for a client, or a postal address, or both set up in XPM. When sending a letter you may want to default to using the postal address if there is one, and if there's no postal address then use the physical address. We have set up some specific template fields in SuiteFiles to handle this for you. These are listed at the bottom of this other  support article.

Some of my client folder and files names in SuiteFiles look a bit different - why?

When you save a files into SuiteFiles through the XPM user interfaces the XPM system will save the file and if the client folder doesn't exist XPM will create it for you. XPM treats some characters in folder and file names a little differently and replaces them with something else. In particular:

  1. The & symbol is change to the word and. For example, a file called P&L.xlsx will have it's name changed when uploaded through XPM to PandL.xlsx.
  2. The symbols ~%{}"#'.\/:<>|*? all get changes to an underscore _ For example, a client called O'Donnell %ages Limited will have it's name changed to O_Donnell _ages Limited if XPM creates the folder.

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