1. What's New

How to reconnect your SuiteFiles and Xero Practice Manager or WorkflowMax integration

We’ve recently updated our connection to the Xero API which means every SuiteFiles site must be reconnected to their Xero Practice Manager or WorkflowMax account by 23 October.

Please note:

  1. You’ll need to be a SuiteFiles Administrator, who is also an XPM/WFM Administrator in order to complete the steps below.
  2. If you need to make your XPM/WFM Administrator a SuiteFiles Administrator so that they can complete this reconnection process, please have one of your existing SuiteFiles Administrators follow the steps here.
  3. Only one person needs to complete this for your SuiteFiles site. Once connected, the changes will be reflected for all users.
  4. This process must be completed by 23 October to avoid any interruption to your team's ability to use the SuiteFiles and Xero Practice Manager or WorkflowMax integration.
  5. There are no visible functionality changes, this process will simply connect you to the Xero API in a new way. 

    There are two sets of instructions below, one for those using the SuiteFiles Documents tab, and another for those using the XPM Documents tab. Please check which integration you're using by logging in and viewing one of your clients in XPM or WorkflowMax, comparing them to the screenshots below. If in doubt, please reconnect your integration using the XPM Documents tab option.

    The SuiteFiles Documents tab looks like this:

    XPM new docs tab

    The XPM Documents tab looks like this:

    XPM old docs tab

    If using the SuiteFiles Documents tab, follow the steps below to reconnect your SuiteFiles and XPM or WFM integration

    First, in XPM or WFM, authorise yourself to have permission to connect 3rd party systems.

    1. Go to Business > Settings
      XPM business settings
    2. Click Staff
      XPM staff
    3. Click your name
    4. Scroll to the API Access Privileges section
    5. Under Authorise 3rd Party Full Access, select Full
      XPM third party
    6. Click Save

    Then, in the SuiteFiles Web App, connect your XPM or WFM account.

    1. Select your user name > Manage Integrations 

      NB:
      You'll need to be a SuiteFiles Administrator in order to see the Manage Integrations option. Try refreshing your SuiteFiles if you still cannot see this option. 
    2. You will be redirected to integrations.suitefiles.com
    3. Click Connect for either WorkFlow Max or Practice Manager depending on which platform you use
      SF connect integrations
    4. Follow the on-screen prompts to sign into your XPM or WFM account, and allow the connection by selecting Allow access
      XPM allow access
    5. You’ll see the confirmation message 'Your SuiteFiles site has been successfully connected'. You can click Close on this message
    6. The integration that you’ve successfully connected to will now display Manage. You can close the Suite Integrations tab in your browser
    7. Everyone in your team must now refresh their SuiteFiles site by refreshing their browser, or by pressing CTRL + F5 on their keyboard. This will update all Clients and Contacts lists in SuiteFiles and allow you to populate file and email templates.
    8. Congrats! You and your team are now ready to continue using your XPM or WFM integration!

    Questions or feedback? Contact us at support@suitefiles.com and let us know!

        If using the XPM Documents tab, follow the steps below to reconnect your SuiteFiles and XPM or WFM integration

        First, in XPM or WFM, authorise yourself to have permission to connect 3rd party systems.

        1. Go to Business > Settings
          XPM business settings
        2. Click Staff
          XPM staff
        3. Click your name
        4. Scroll to the API Access Privileges section
        5. Under Authorise 3rd Party Full Access, select Full
          XPM third party
        6. Click Save
        7. Go back to Business > Settings
        8. Under the Connections section, select Document Management
          XPM doc mgmt-1
        9. Under 'SuiteFiles', select Disable to remove your existing connection
        10. Then click Enable to reconnect your integration with SuiteFiles
        11. You will be redirected to integrations.suitefiles.com
        12. Click Connect for either WorkFlow Max or Practice Manager depending on which platform you use
          SF connect integrations
        13. Follow the on-screen prompts to sign into your XPM or WFM account, and allow the connection by selecting Allow access
          XPM allow access
        14. You’ll be redirected to the Document Management screen in XPM where the SuiteFiles option will now show Disable.  This means you've successfully reconnected your integration. 
        15. Everyone in your team must now refresh their SuiteFiles site by refreshing their browser, or by pressing CTRL + F5 on their keyboard. This will update all Clients and Contacts lists in SuiteFiles and allow you to populate file and email templates.

        NB: If this does not refresh your Clients list immediately and your templates are not populating, please follow the Refresh Clients steps provided below.

        Refresh Clients

        If your Client file or email templates are not populating, you will need to Refresh your clients list in SuiteFiles manually. This can be done anywhere you see your clients list in SuiteFiles e.g. when creating a file from a template.

        1. Back in SuiteFiles, navigate to any of your Client folders in SuiteFiles
        2. Click Create, then File from template
        3. On the Templates screen, delete any associated client by hovering over the red dot next to the client name, and selecting DELETE
        4. Place your cursor into the Choose a client... field, and select Refresh...
        5. After a few seconds, the Refresh... button will disappear. This means you've successfully refreshed your clients list.
        6. Everyone in your team must now refresh their SuiteFiles site by refreshing their browser, or by pressing CTRL + F5 on their keyboard. This will update all Clients and Contacts lists in SuiteFiles for them too.
        7. Congrats! You and your team are now ready to continue using your XPM or WFM integration!

        Questions or feedback? Contact us at support@suitefiles.com and let us know!